Job Summary:

The Admin / HR Staff is responsible for providing administrative and human resource support to ensure efficient day-to-day office operations. The role covers maintenance of office cleanliness and orderliness, timekeeping and employee records management, monitoring of expense liquidations, coordination of utilities and facility requirements, procurement of office, pantry, and installation materials, and arrangement of travel, accommodation, and transportation for officers and field personnel while ensuring proper attendance and compliance with company policies and operational guidelines.

KEY RESPONSIBILITIES:

1. Office Warehouse Cleanliness and Orderliness

• Ensure the office premises are clean, organized, and well-maintained always in accordance with company standards

• Coordinate with utility personnel for daily cleaning schedules

• Ensure proper arrangement and upkeep of office equipment, furniture, and documents

• Ensure proper waste management, including segregation, timely collection, and compliance with local regulations, in coordination with service providers

2. Timekeeping and Attendance Monitoring

• Maintain accurate daily attendance records of all inorganic employees

• Monitor employee time-in and time-out, including tardiness and absences

• Coordinate with Supervisors and/or Lead Coordinators regarding attendance issues and discrepancies

• Ensure compliance with company policies and SOPs on attendance and working hours

3. Expense Liquidation Monitoring

• Ensure timely submission of liquidation reports from field and office teams

• Review and validate submitted receipts for completeness, accuracy, and authenticity

• Ensure all expenses are supported by official and compliant receipts

• Maintain organized records of all liquidation documents for audit and reference

• Ensure all liquidation processes strictly follow company SOPs and guidelines

4. Utilities Monitoring and Payment

• Manage utility accounts, rent and other services, ensure timely payments and/or coordinate with Finance for processing and documentation

• Maintain records of utility bills and payment history for reference and audit

• Report any irregularities or unusual increases in utility consumption

5. Procurement of Office, Pantry, and Installation Materials

• Conduct canvassing of suppliers to ensure cost-effective purchasing of office, pantry, and installation materials

• Source, compare, and recommend suppliers based on price, quality, and reliability, etc.

• Handle procurement of installation materials such as aluminum, connectors, adhesives, cables, LED strips, power supplies, fixtures, and other project-related items

• Process purchase requests and coordinate with suppliers for timely delivery

• Monitor inventory levels and ensure availability of office and pantry supplies

• Maintain updated records of purchases, supplier database, and cost comparisons

• Ensure all procurement activities comply with company SOPs and approval processes

6. Travel, Accommodation, and Transportation Coordination

• Canvass and compare hotel rates and accommodation options for iSM officers, installers, etc.

• Ensure cost-efficient and suitable lodging based on location, budget, and operational requirements

• Canvass and coordinate with car rental providers for transportation needs of iSM officers during provincial store visits

• Coordinate bookings, schedules, and logistics for travel and transport

• Maintain records of preferred suppliers (hotels and car rentals) and negotiated rates

• Ensure all travel and transportation arrangements follow company policies and SOPs

7. Records Management (201 Files)

• Maintain and update 201 files of inorganic employees ensuring completeness, accuracy of records and confidentiality

• Organize and file documents systematically for easy retrieval and audit purposes

• Ensure all records are updated in accordance with company policies and regulatory requirements

8. Administrative Support

• Provide general administrative and clerical support to the team

• Maintain filing systems (physical and digital) ensuring easy retrieval of documents

• Assist in scheduling meetings, preparing reports, and handling correspondence

• Support office logistics, including coordination of deliveries and supplies

9. Facility and Office Management

• Report and coordinate repair and maintenance concerns

• Ensure all office utilities are functioning properly

• Assist in implementation of office policies and procedures

• Maintain a safe and conducive working environment

10. Others

• Perform other duties as may be assigned from time to time

QUALIFICATIONS:

• Bachelor’s degree in Human Resources, Business Administration, or any related field

• At least 1–2 years of experience in administrative and/or HR-related roles

• Experience in timekeeping, employee records management (201 files), and basic HR processes is an advantage

• Strong organizational and time management skills with high attention to detail

• Experience in handling documentation, records management, and compliance requirements

• Proficient in Microsoft Office applications (Excel, Word, PowerPoint)

• Good communication and interpersonal skills for coordination with employees, suppliers, and service providers

• Strong coordination and negotiation skills for procurement, travel arrangements, and supplier management

• Ability to handle confidential information with integrity and professionalism

• Familiarity with office operations, facility management, and basic accounting/liquidation processes is an advantage

• Ability to multitask and work in a fast-paced environment

KEY COMPETENCIES:

• Organizational Skills – Ability to maintain structured systems for documents, records (201 files), and office operations

• Attention to Detail – Ensures accuracy in timekeeping, liquidation, documentation, and compliance requirements

• Confidentiality and Integrity – Handles sensitive employee and company information with professionalism and discretion

• Time Management – Ability to prioritize tasks and meet deadlines across multiple responsibilities

• Coordination and Communication Skills – Effectively coordinates with employees, suppliers, service providers, and management

• Analytical and Problem-Solving Skills – Identifies discrepancies and provides appropriate actions (e.g., liquidation issues, utility concerns)

• Negotiation and Canvassing Skills – Ability to source cost-effective suppliers, accommodations, and transport services

• Compliance and Process Adherence – Ensures all tasks are aligned with company policies and standard operating procedures (SOPs)

• Resourcefulness and Initiative – Proactively addresses operational needs and finds efficient solutions

• Adaptability and Multitasking – Capable of handling multiple functions across HR, admin, and operations in a fast-paced environment