Business Admin Manager

The Business Admin Manager is responsible for overseeing and strategically managing the company’s administrative activities, company-wide logistics, and high-level executive support functions. This role involves leading the Business Admin team to ensure seamless office operations and a results-driven support environment across all locations—including Manila, Cebu, Davao, and Iloilo. The position focuses on business permitting, process implementation, and facilities maintenance, while serving as a strategic administrative partner to senior leadership to drive operational efficiency.

Duties & Responsibilities

• Lead and manage the business admin department across all regional locations to ensure consistent performance and professional growth.
• Provide comprehensive business admin support to leadership, ensuring seamless office administration and high-level assistance.
• Manage professional and personal scheduling for the leadership team, including agendas, mail, email, calls, and travel arrangements.
• Oversee company travel requirements, including hotel bookings, transportation, and meal coordination for leadership and staff.
• Ensure timely and accurate processing and liquidation of payments for all business admin services across company credit cards and leadership expenses.
• Source, cultivate, and negotiate with transportation, airline, and accommodation partners to ensure optimal service and cost efficiency.
• Implement strict conduct and confidentiality measures within the business admin team regarding all business materials and communications.
• Manage the administration of facilities, housekeeping, and asset management in each location to maintain functional work environments.
• Support the planning and execution of office upgrades and maintenance in existing sites, coordinating with contractors and internal stakeholders.
• Coordinate the procurement of IT peripherals, housekeeping supplies, and kitchen consumables while managing vendor relationships and inventory.
• Manage all administrative documentation, including business permits, contracts, certificates, and visas, ensuring full regulatory compliance.
• Prepare reportorial requirements for submission to regulatory bodies and represent the department during audits and inspections.
• Oversee all company owned or rented vehicles, including repair, maintenance, registrations, insurance policies, and driver utilization.
• Initiate and implement business admin policies and procedures that drive cost efficiency and increase office productivity.
• Plan and organize company events and internal meetings, managing budgets and coordination from inception to completion.

Qualifications

• Bachelor’s degree in business administration, management, or a related field.
• Minimum of 5 years of relevant experience in business admin or operations support, reporting directly to senior leadership.
• Proven experience in team supervision, mentoring, and providing direction across multiple office locations.
• Strong organizational and time-management skills with the ability to manage multiple priorities and project deadlines.
• Excellent written and verbal communication skills for interacting with internal teams and external partners.
• Critical thinking and problem-solving abilities to handle operational complexities in a fast-paced environment.
• Proficiency in Google Workspace, Slack, and office productivity tools.
• Knowledge of facilities management principles and support for office maintenance and upgrades.
• Demonstrated ability to collaborate with vendors, contractors, and internal stakeholders to achieve objectives.
• Flexible team player with a high degree of discretion and a proactive approach to business needs.

Personal Attributes

• Exceptional communication skills to effectively interact with various stakeholders across multiple locations, particularly during office fit-out projects.
• Detail-oriented approach to ensure accuracy and quality in all administrative processes, with particular attention to project specifications and requirements.
• Strong leadership skills to guide and motivate the Business Admin team in different locations, fostering a collaborative and results-driven environment.
• Analytical mindset to assess situations and make informed decisions, particularly in the context of office fit-out projects, considering cost-effectiveness and efficiency.