Admin Supervisor

Job Summary: The Admin Supervisor oversees daily office operations, leads the administrative team, and ensures compliance with internal policies and government regulations. This role manages onboarding, permits, visa processing, payroll coordination, and event planning, while serving as the main contact for internal and external stakeholders. Strong organizational and leadership skills are essential.

Key Responsibilities:

• Supervise and delegate tasks to team members, ensuring efficient and accurate completion of responsibilities.
• Oversee day-to-day office operations to ensure the smooth and efficient running of the workplace.
• Maintain and monitor office supplies, equipment, and safety protocols to ensure a clean, organized, and safe office environment.
• Organize and schedule appointments and meetings, including taking detailed minutes when required.
• Plan, organize, and coordinate corporate events such as team-building activities, holiday parties, and monthly celebrations.
• Act as the point of contact for internal and external clients
• Answer and direct phone calls and manage internal and external communications.
• Monitoring & supervising permits and licenses clearances from various government offices relative to company's compliance.

a. Business Permits,

b. PEZA Office Permits,

c. PEZA Farm-In & Farm-Out

d. General Information Sheet (GIS)

• Oversee end-to-end processing for visa applications, including tourist visas, 9G working visas, and DOLE
• Alien Employment Permits for foreign nationals.
• Process the downgrading of tourist visas and assist in visa extensions as needed.
• Oversee new hire onboarding processes, conduct orientations, and manage employee masterlists and databases.
• Supervise payroll processing, including attendance tracking, leave requests, overtime calculations, and payroll adjustments.
• Coordinate with HR to ensure accurate employee compensation based on timesheet and leave data.
• Prepare and distribute administrative reports and communications to staff and management.
• Develop and maintain filing systems and office policies and procedures.
• Manage bookings for business trips (hotel accommodations, car rentals, and dinner reservations)
• Handle travel arrangements and reconcile any expense reports related to business trips.
• Handle additional administrative duties as needed, including assisting other departments or management with specific projects.
• Lead special projects, providing administrative support during company audits, compliance checks, or business initiatives.
• Coordinate with administrative officers and departments in Makati and other locations.

Qualifications & Skills:

• Bachelor of Science in Business Administration
• Bachelor of Science in Psychology/Human Resources
• Computer Literate (Proficiency in MS Software/Google Suites and Workspaces)
• Proficient in Japanese and English language and has good communication skills ( Written and Verbal). At least N3 level and above in Japanese language
• Multi-tasking and time management skills
• Have at least 3-5 (three to five) years of professional experience in an admin or office management role,
• Have at least one to two (1-2) years experience of supervisory or lead experience, experienced handling at least (3) three subordinates.
• Strong leadership and team management skills.
• Excellent communication and interpersonal skills, with the ability to handle sensitive matters with discretion.
• Strong organizational, problem-solving, and decision-making abilities.
• Proficiency in management systems, office management software, and Microsoft Office Suite.
• Ability to work in a fast-paced environment and handle multiple responsibilities.
• Strong analytical skills with attention to detail.
• Can handle or at least have knowledge in processing PEZA, Visa, DOLE, and other government processes.