Admin Manager

JOB SUMMARY

The Administrative Manager plays a crucial role in overseeing and coordinating administrative functions, with a specific focus on finance and human resources. This role requires a strategic mindset, strong leadership abilities, and proficiency in managing both financial operations and HR functions to ensure organizational efficiency and compliance.

This position requires a combination of technical expertise, managerial acumen, and interpersonal skills to succeed in overseeing administrative functions and supporting organizational goals.

• KEY ROLES & RESPONSIBILITIES

• Administrative Oversight

Supervise daily administrative operations, including facilities management, procurement, and office logistics.

• Develop and implement administrative policies and procedures to improve efficiency and ensure compliance with organizational standards.

Identify and mitigate operational risks related to finance, HR, and administrative functions. Implement controls to safeguard organizational assets and data.

• Contribute to strategic planning initiatives by providing insights and recommendations related to finance, HR, and administrative functions.

• Financial Management

Develop and oversee annual budgets in collaboration with Finance and Department Leaders. Monitor expenditure against budgets and provide regular financial reports to Managing Directors and other stakeholders.

• Work closely with the Finance Manager on financial analysis, including cost-benefit analysis, financial forecasting, and variance analysis. Make recommendations for improving financial performance and resource allocation.

Ensure cash flow is well managed by monitoring accounts receivable and payable, overseeing payroll processing, and optimizing working expenditures in collaboration with the Finance Manager.

• Validates compliance with financial regulations and internal policies. Coordinate audits and liaise with finance to provide required financial documentation.

• Human Resource Management

Oversee the recruitment process, including job postings, candidate screening, and interviewing. Facilitate onboarding processes for new hires.

• Handle employee relations matters, including conflict resolution, disciplinary actions, and grievance procedures.

Ensure compliance with employment laws and regulations.

• Coordinate training and development programs to enhance employee skills and promote career growth. Identify training needs and implement initiatives to address them.

Manage performance appraisal processes and provide guidance to supervisors on performance improvement plans and goal-setting.

• Administer employee compensation and benefits programs. Ensure competitiveness and equity in salary structures and benefits offerings.

• Documentation Management

Maintain consistency in documentation, especially in reporting and documents across different departments. Standardize formats, terminology, and procedures to enhance clarity and make documentation easily comparable.

• Perform regular audits or compliance checks to verify adherence to documentation standards and regulatory obligations. Promptly resolve any discrepancies or non-compliance issues.

Offer training and guidance to team members handling documentation processes. Emphasize the significance of precise and prompt documentation, along with adherence to standardized procedures.

• Develop standardized templates or forms together with the department leaders.

• Leadership and Team Management

Lead and manage a team of administrative staff, including finance and HR professionals. Provide guidance, mentorship, and professional development opportunities.

• Collaborate with other departments and senior management to support organizational goals and initiatives. Foster a collaborative and supportive work environment.

• DAILY TASKS

• General Administrative Tasks

Monitor and supervise the admin operations encompassing Human Resources, Administration, and Finance. Ensure alignment of departmental activities with the company's strategic goals, vision, and mission.

• Manage relationships and operations with affiliate companies overseas, ensuring collaboration and synergy across entities. Participate in strategic planning sessions and contribute to the development of long-term goals and objectives.

Monitor performance, financial health, and strategic alignment of the organization with overall corporate objectives.

• Implement strategies to drive growth, profitability, and operational excellence across all supervised functions

• Organizational Setup and Expansion

Coordinate hiring and placement of pioneering staff and managers for HQ Operations in Manila and in branching out to strategic locations for lead sourcing

• Oversee the setup of infrastructure, systems, and processes to support operational needs in each office.

Identify opportunities for process improvement, cost optimization, and operational efficiencies. Mitigate risks related to operations, compliance, and business continuity through proactive management and strategic planning.

• Policy and Procedural Development

Develop and design policies, systems, and procedures, ensuring consistency and compliance with local regulations and corporate standards.

• Create process flow charts to streamline operations and enhance efficiency across all supervised departments.

• Budget Request and Approvals

Approves budget requests outlining the estimated financial resources required for a certain initiative/ strategy submitted from each department.

• Review and audits the detailed budget requests listing all anticipated expenses with itemized costs and justifications for each expense category.

Discuss, when necessary, with budget requesters, such as finance, business development, sales, marketing, recruitment operations, and client services, insights and feedback on the proposed budget request. Clarify any questions or concerns identified during the budget review process.

• Work closely with the Finance Manager in monitoring budget expenditures in each department and the overall organization to ensure adherence to approved financial limits. Ensures there are regular updates on budget utilization.

Conduct a post-recruitment evaluation to assess the effectiveness of budget utilization and overall recruitment outcomes. Identify lessons learned and areas for improvement in future budget requests and recruitment plans.

• Liquidations of Documentation and Admin Expenses

Ensures proper collection and organization of all receipts, invoices, and supporting documentation related to expense liquidation. Validates with the Finance Manager that each expense is clearly documented with details such as date, vendor, purpose, and amount.

• Review and audits that each expense is in line with the approved budget and relevant policies. Make sure that necessary approvals were obtained from designated personnel or departments.

Check the submitted comprehensive liquidation report detailing all incurred expenses ensuring a breakdown of expenses by category (e.g., supplies, printing services, stationeries) and that explanations or justifications are provided where necessary.

• Discuss with the Finance Manager and responsible teams, when necessary, the result of the reconciliation of the liquidated expenses with the initial budget allocation, review any discrepancies or variances and document reasons for deviations from the original budget.

Ensures that a thorough documentation of the liquidation process is maintained, including reports, approvals, and reconciliations. Comprehensive reports on budget utilization and recruitment outcomes are documented and filed.

• Contract Review and Management

Review all types of contracts (employment, Memorandum of Agreement, etc.) across the organization before issuance.

• Ensure contract terms and conditions are legally sound, aligned with company policies, and protect the organization's interests.

Work closely with the legal team or other experts to ensure government compliance and validate that all transactions are lawful and do not adversely affect the organization.

• Process Documentation and Standardization

Direct the creation of standardized templates or forms for daily activity documentation. Include fields for date, activity description, personnel responsible, resources used, and achieved outcomes.

• Monitor and evaluate documentation practices regularly to assess effectiveness and pinpoint areas for enhancement. Update documentation templates or procedures based on feedback, emerging practices, or evolving organizational requirements.

Oversee periodic audits or compliance checks to ensure adherence to documentation standards and regulatory requirements. Promptly address any discrepancies or non-compliance issues.

• Direct the establishment of a secure centralized repository or system for storing documentation records. Ensure authorized personnel have access to historical data for analysis, reporting, and decision-making.

• Continuous Process Improvement

Lead and review SWOT analysis of the admin operations, identifying internal strengths and weaknesses, along with external opportunities and threats.

• Organize brainstorming sessions to foster creativity and teamwork, generating innovative ideas to improve recruitment processes and marketing strategies.

Rank opportunities by impact and feasibility, focusing on initiatives that align with organizational goals, tackle key challenges, or leverage competitiveness in terms of employee relations and management

• Create comprehensive project proposals for initiatives aimed at improving the company's competitive edge in branding and employee compensation and benefits positions it favorably in rankings as a great place to work.

Oversee improvement projects and initiatives closely. Monitor milestones, budget compliance, and performance metrics to ensure projects progress as planned

• COMPETENCIES, SKILLS, KNOWLEDGE & ABILITIES

• Financial Management

Competence in payroll processing, deductions, tax computations, and compliance.

• Understanding of payroll software and systems for accurate payment distribution.

Knowledge of compensation structures, benefits administration, and employee incentives.

• Ability to analyze compensation trends and recommend competitive packages.

Understanding of income tax laws affecting employee compensation and benefits.

• Human Resource Management

Expertise in recruitment strategies, sourcing, interviewing, and candidate assessment.

• Knowledge of employment laws and regulations related to hiring practices.

Proficiency in timekeeping systems, procedures, and payroll integration.

• Ability to oversee attendance records and compliance with labor laws.

Skills in managing employee relations, grievances, and dispute resolution.

• Understanding of labor laws, collective bargaining agreements, and union negotiations.

• Administrative Oversight

Expertise in occupational health and safety regulations and compliance.

• Implementation of safety protocols, risk assessments, and emergency procedures.

Ability to foster a positive work culture, promote morale, and enhance employee satisfaction.

• Skills in developing engagement initiatives and conducting feedback mechanisms.

Knowledge of facility operations, maintenance, security, and space utilization.

• Ability to coordinate office renovations, repairs, and safety inspections.

Skills in procurement processes, vendor selection, contract negotiation, and cost management.

• Understanding of sourcing strategies and supplier relationship management.

• Communication

Excellent verbal and written communication skills to convey ideas, influence decisions, and engage stakeholders. Must be able to communicate clearly, persuasively, and respectfully with different audiences, such as employees, managers and supervisors, executive leadership, job applicants and candidates, external stakeholders, and third party service providers.

• Experience in preparing and delivering presentations, reports, and recommendations to senior management. Strong grasp and adaptability when it comes to the use of different modes and channels of communication, such as verbal, written, visual, online, and offline to adapt style and tone depending on the context and situation.

• Leadership and Team Management

Ability to lead and inspire a team, fostering a collaborative and inclusive work environment.

• Skills in team building, delegation, and empowering staff to achieve organizational objectives.

Experience in providing guidance, mentorship, and coaching to enhance team performance and professional development.

• Experience in aligning administrative strategies and processes with organizational goals and initiatives.

Ability to build relationships and influence stakeholders across different levels of the organization.

• Skills in conflict resolution, negotiation, and building consensus among diverse stakeholders.

• QUALIFICATIONS

Bachelor's degree in Business Administration, Finance, Human Resources, or related field. Master's degree preferred.

• Proven experience in administrative management, with a focus on finance and HR responsibilities.

Strong knowledge of financial principles, practices, and regulations.

• Sound understanding of HR functions, including recruitment, employee relations, and performance management.

Excellent leadership, communication, and interpersonal skills.

• Ability to multitask, prioritize, and manage time effectively in a dynamic environment.

Proficiency in MS Office Applications (Word, Excel, Powerpoint) and financial management software

_The Admin Manager role is primarily office-based, typically from 8:00 AM to 5:00 PM. It's important to note that the Admin Manager position doesn't entail offsets or overtime pay. However, this role operates on a flexible schedule tailored to meet the dynamic demands of business operations. This ensures versatility and adaptability, enabling direct engagement with stakeholders and environments essential to strategic initiatives. _

_Occasional work during weekends or holidays as per Business Requirement._

Job Types: Full-time, Permanent

Schedule:

* Day shift