Admin Supervisor

Key Responsibilities

Office Operations & Facilities Management

• Oversee daily office activities to ensure a clean, safe, organized, and productive working environment in our BGC office.

• Manage office facilities, including seating arrangements, meeting rooms, equipment (printers, internet, air conditioning, etc.), and maintenance requests.

• Coordinate with building administration, security, cleaning services, and other external vendors.

• Ensure compliance with health, safety, and local government requirements (e.g., fire safety, business permits).

Administrative Team Supervision

• Lead, schedule, and supervise administrative support staff (receptionists, office clerks, utility aides).

• Conduct training, performance evaluations, and daily task delegation.

• Ensure front desk and reception functions run smoothly – greeting visitors, answering calls, handling couriers.

Supplies, Procurement & Vendor Management

• Manage office supply inventory (stationery, pantry items, cleaning materials, PPE, etc.) and place timely orders.

• Source and negotiate with office vendors (catering, water, office supplies, IT peripherals, furniture repair, etc.).

• Track office-related expenses and assist in budget monitoring for general administration.

Document & Records Management (General Office Level)

• Establish and maintain an organized filing system for general office documents (invoices, memos, internal reports, personnel requests, etc.).

• Ensure proper handling of incoming/outgoing mail, packages, and internal correspondence.

• Support departments in document retrieval and archiving (without deep involvement in customer installment contracts).

Internal Support & Coordination

• Act as the central point of contact for office-related employee requests (workstation issues, access cards, pantry, stationery).

• Coordinate with HR on new hire onboarding logistics (workspace setup, ID badges, office orientation).

• Assist finance team with petty cash reimbursement for office expenses, utility bill verification, and purchase request processing.

• Organize internal meetings, town halls, and company events (logistics, booking, catering, materials).

Process Improvement & Compliance

• Develop and implement office administration policies (e.g., attendance tracking for non-HR staff, visitor log, equipment usage).

• Ensure office operations comply with data privacy rules (e.g., secure disposal of confidential documents, visitor policy).

• Identify inefficiencies and propose solutions (e.g., digital forms, vendor consolidation, inventory automation).

Reporting

• Prepare weekly/monthly office administration reports – supply usage, maintenance issues, budget vs actual expenses, staff attendance (admin team).

• Report any facility or security incidents to management and follow up on corrective actions.

Qualifications & Requirements

• Education: Bachelor’s degree in Business Administration, Office Management, or a related field.

• Experience: Minimum 3–5 years of experience in office administration, with at least 1–2 years in a supervisory role (managing admin staff). Experience in a consumer finance, retail, or installment-based business is a plus but not required.

• Technical skills: Proficient in MS Office (Excel, Word, PowerPoint), Google Workspace, and basic office management tools (inventory trackers, purchase requests).

• Soft skills: Strong leadership, organization, problem-solving, communication, and ability to multitask in a BGC office environment.

• Language: Fluent in English (written and spoken); Filipino is an advantage.