CORPORATE ADMIN MANAGER

CORPORATE ADMIN MANAGER

JOB SUMMARY:

Responsible for managing the Admin. Group in providing the following:

(1) As Custodian of some Company Assets, responsible for the assignment, maintenance and safekeeping of company assets such as company vehicles, computers, mobile phones, and office supplies

(2) Hires, trains and manages a pool of secretaries who will assist the Functional Heads in the Preparation of Agenda and Minutes of the Meetings of their Weekly Functional Meetings, Responsible for managing the Admin. Group in providing the following:

(1) As Custodian of some Company Assets, responsible for the

assignment, maintenance and safekeeping of company assets such

as company vehicles, computers, mobile phones, and office supplies

(2) Hires, trains and manages a pool of secretaries who will assist the

Functional Heads in the Preparation of Agenda and Minutes of the

Meetings of their Weekly Functional Meetings,

(3) Manages office upkeep and cleanliness of offices through

supervision of Janitors,

(4) Attends to the messengerial and courier needs of all Functional

Heads

(5) Maintains all office equipment and furniture/fixtures in Makati

Offices,

(6) Ensures maximization of office spaces in Makati through space

planning,

(7) Manages the Central Storage Warehouses in Makati through

implementation of effective Records Management by the Functional

Heads,

(8) Attends to the travel and lodging requirements of travelling office

and sales personnel of the Philsteel Group, ensuring cost

effectiveness, timeliness and integrity of all transactions.

SPECIFIC DUTIES & RESPONSIBILITIES:

CUSTODIAN OF COMPANY ASSETS:

Ensures availability of office supplies at all times. Manages the timely preparation of requisition for office supplies, management of the inventory and storage of office supplies, proper recording of issuance to department requisitioners, and checking the billings from suppliers before payment.

Assigns service vehicles in accordance with company policies and maintains records on assignment, transfers and disposal of said service vehicles. Handles registration and insurance coverage and monitors repairs, ensuring that these are within company policy.

Issues gas cards upon approval of the COO and within limits set by the company. Monitors use of gas cards and processes payments to the accredited gas supplier.

Issues mobile phones in accordance with the Cellphone Policy. Monitors usage within set limits and processes payments to the Cellphone Company.

Management of Admin. Services

Responsible for the hiring, training and management of a pool of Secretarial Support who will provide assistance to the Functional Heads in the Preparation of Agenda & Minutes of the Meeting for their Weekly Functional Meetings.

Administers landline phone usage and maintenance and requests for payment to the Telephone Company.

Provides copying machines as needed by the departments, attends to repairs that are needed, and processes payment to the supplier.

Manages Messengers and external Courier Companies in providing courier services for the courier of documents to and from the Makati Office to Plants, Regional Offices, and the field personnel.

RECORDS MANAGEMENT:

Ensures effective and efficient records management by the Functional Heads and maintains the Central Storage of Files in the Makati Office.

Coordinates annual disposal of files with the approval of the file owners.

OFFICE UPKEEP & MAINTENANCE:

Ensures that Makati Offices are well kept and clean through effective supervision of Janitors.

Maintains all Office Equipment, furniture and fixtures for Makati Offices.

Conducts Space Planning to ensure that office spaces in Makati are maximized.

COORDINATION WITH AIRLINES:

Consolidates Annual travel schedules for travelling Sales and Office Personnel

Sources and recommends the most economical airline to use for approval by Management

Negotiates for credit facilities and promotional fares

Handles air ticket requests from various departments and does the booking with accredited Airlines, ensuring that promo rates are applied

Processes plane fare payment as per approved request.

COORDINATION WITH HOTELS:

Sources for hotels/ lodging inns where travelling Sales and Office Personnel should stay and negotiates for corporate rates and credit lines

Handles processing of accreditation documents

Receives and consolidates lodging requests from various requisitioners of the Philsteel Group

Handles hotel reservations based on the request

Verifies billings from accredited hotels and processes payments based on approved reservation requests

Regularly updates and reviews hotel services and recommends new accreditations or deletion from the list.

OTHERS:

Monitors and evaluates the performance of the Admin. Staff ensuring that fast and efficient services are provided to all Departments in the Group.

Reviews existing admin. policies pertaining to Mobile Phones, gas cards, use of service vehicles, travel, records management, etc. and recommends revisions if needed.

Ensures compliance to all Policies & Procedures related to admin. services.

QUALIFICATIONS:

• Must have at least 15 years of work experience in all areas of Corporate Admin. Gained from reputable companies.
• With established network with Telecommunication Companies, Gasoline Companies, and Hotels & Airlines.
• Graduate of any four-year college course from reputable schools and universities.

Personality Musts and Wants

Cost conscious

With proven integrity

Highly organized, systematic and meticulous with details

Pro-active and resourceful

Highly service-oriented