Company Description: Netrust Philippines Corporation, an associate of Netrust Pte Ltd (Singapore), is Asia’s first public Certification Authority (CA) and the only Accredited CA in Singapore. Established in 1997, we provide secure online identification and security infrastructure to individuals, businesses, and government organizations, enabling safe electronic transactions. We also offer innovative security solutions to address the growing threat of data breaches.

Job Summary: The General Admin Specialist is responsible for managing a variety of administrative tasks, including building administration, permit renewals, procurement, HR compliance, and accounts payable. This role is essential for ensuring the smooth operation of the office while providing crucial support to the administrative and HR teams.

I. General Administration:

• Office Management: Oversee office supplies, equipment, and general office maintenance. Ensure the office is well-stocked, organized, and operating efficiently.
• Communication Management: Serve as the first point of contact for phone calls, emails, and visitors, ensuring professional and courteous communication.
• Documentation and Record-Keeping: Maintain and organize office files, contracts, invoices, and other important documents. Assist with data entry and updating databases.
• Support for Management and Staff: Provide administrative support to management and staff, including preparing reports, presentations, and correspondence. Coordinate travel arrangements and manage meeting logistics.

II. Building Administration:

• Building Oversight: Manage building-related tasks, including lease renewals, maintenance, and coordination with service providers.
• Permit Management: Ensure timely renewal of permits and compliance with all relevant government regulations.

III. Procurement Support:

• Order Management: Handle procurement tasks with vendors supporting our products, as well as internal purchases, including:
• Placing Orders: Timely prepare and issue purchase orders to avoid delays.
• Order Tracking: Monitor progress and coordinate with vendors from placement to delivery.
• Receiving Goods and Services: Ensure all goods and services meet the agreed-upon specifications.
• Internal Coordination: Collaborate with different departments and negotiate with vendors, ensuring timely delivery of goods and services.
• Inventory Management: Maintain updated records and ensure adequate stock of essential items.
• Expenditure Tracking: Coordinate with the finance department to track expenditures related to procurement.

IV. Accounts Payable:

• Invoice Processing: Review, verify, and process invoices for payment, ensuring accuracy and compliance with company policies.
• Payment Coordination: Work with the finance department to schedule payments and ensure timely processing of accounts payable.
• Expense Tracking: Maintain records of all accounts payable transactions and assist in tracking departmental expenditures against budgets.
• Vendor Communication: Communicate with vendors regarding payment inquiries and discrepancies, ensuring prompt resolution of issues.

V. HR Compliance and Support:

• Compliance Assistance: Assist HR with compliance-related documents and processes, particularly in relation to DOLE requirements.
• Employee Engagement: Support HR in organizing and executing employee engagement activities.

• Proven experience in administrative roles, including office management, building management, procurement, and accounts payable.
• Familiarity with HR compliance, particularly DOLE requirements, is an advantage.
• Strong organizational and multitasking skills.
• Excellent communication and negotiation abilities.
• Proficiency in Microsoft Office Suite and general office software.