Senior Office Administrator (day shift) – Makati City, Philippines

Regular tasks include compiling office data and preparing weekly statistical reports to improve the office environment and team morale as well as developing internal office procedures and policies to improve the running of the office.

The Senior Office Administrator will need to support the main stakeholders within the Philippines including Finance, HR, Compliance, Implementation and the Payroll Departments.

This position requires excellent interpersonal communication skills, ability to multitask in a fast-paced environment, capacity to act independently and the judgement to ask for help when necessary. You would also have the opportunity to develop into many areas of growth including business and strategy if desired. This is the job for you if you are resourceful, energetic and understand that attention to detail is what keeps a business running smoothly

Daily Duties and Main Responsibilities will Include:
1) Office Administration / Facilities Management
-General facilities and office management across APAC region.
-Finance support (petty cash management) and Purchase Order (PO) requests across APAC Region
-Responsible for travel management related activities across APAC region.
-Manage APAC procurement of office supplies /equipment and ensure all are in good working condition
-Ensure process alignment and coordination with admin representatives from China and Singapore offices.
-Coordination on APAC engagement activities, global trainings, and other admin support as required.
-Provide continuous improvements, processes and policies across APAC region
-Feedback reports provided on a regular basis to the relevant stakeholders
-Ensuring reception duties including mail, deliveries and distribution of ID cards for the Philippines site are implemented and actioned.
-Responsible for recording day-to-day transactions and other relevant transactions such as invoices, receipts, supplier contracts, insurance policies and other related documents.
-All other APAC facilities support as required.

2) Occupational Safety and Health Standards
-Creation of Mandatory Risk Assessment Documents for the Philippines Office, These documents identify potential risks and outline mitigation strategies, contributing to the safety and efficiency of our operations.
-Responsible for all OSH (Occupational Safety and Health Standards) related concerns of the employee, including stocking of first aid kits, registry, trainings (first aid training, fire and earthquake drills)

3)Vendor Management
-Liaising with third-party vendors, landlord representative and building administrators/management for all office matters across APAC region.
-Daily/Regular meetings with the Building Office Management team ensuring all activities, projects are dealt with in a quick and effective way.
-Responsible for the Office’s relevant permits including Business and Sanitary ensuring we fulfil all relevant criteria on an annual basis and as and when required.
-Help manage with support from the Property Manager the office Rentals within the APAC Region.

Attributes and Experience Required:
CloudPay is looking for the following skills and experience:
Previous experience as a Senior Office Administrator or similar role
Experience of facilities management and/or properties
Ability to work effectively under pressure and meet deadlines.
Attention to detail and problem-solving skills.
Strong planning, organisational and communication skills.
Puts quality at the heart of everything they do
Track record of managing global suppliers and negotiating prices/contracts
Team player who can collaborate with other teams in the organization
Proficiency in office software (e.g.Microsoft Office Suite, MS Teams Monday.com etc)
Dynamic and proactive, approach and ownership in resolving office issues in a timely manner.
Bachelor’s degree in business administration, office management, or related field preferred.

APAC experience is nice to have

Package and Benefits:

  • Competitive annual salary and benefits package
  • 18 days annual leave plus public holidays
  • Birthday leave
  • Earned Wage Access (via CloudPay Now app)
  • 10 days sick leave
  • HMO
  • Personal and professional development opportunities
  • Friendly working environment
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