Office Management Specialist

CREST

Office Management Specialist

Education: Preferably a graduate of any vocational, 4-year course, or 5 years’ experience in customer service; Has knowledge and experience in Administration and Maintenance functions, policies, and guidelines

Competencies:

• Basic knowledge in software application such as MS Word, Excel, and PowerPoint
• Planning, organizing, leading, and controlling skills
• Good interpersonal skills
• Extensive knowledge in Administration and Maintenance functions, policies, and guidelines

Work Demands:

• Can maintain efficiency despite hectic pace
• Able to work independently without need for on-site supervision
• Has planning, organizing, and leading skills
• Attentive to details
• Systematic and organized
• Trustworthy
• Has good interpersonal skills; able to communicate well with people
• Flexible and adaptable
• Able to establish, implement, and continuously improve the quality information security policies assigned to him/her
• Able to establish structure and procedures to protect classified information
• Able to report information security related incidents without any delay to right authority; i.e. All information-related incidents, losses, weaknesses and software/hardware malfunctions, breaches of confidentiality.
• Able to participate during training, orientation and awareness programs pertaining to QISMS.

DUTIES & RESPONSIBILITIES:

OPERATIONAL REQUIREMENTS

• Maintains an updated inventory of all assets issued to Operations Group
• Ensures that all issued fixed assets are properly documented and properly tagged.
• Assist in the safekeeping and repair of assets and fixtures. Coordinates with Procurement in instances where communication with the vendor is needed.

GENERAL SERVICES

• Responds to employees’ complaints regarding electrical or power interruptions, assist in the monitoring the air conditioning system temperature including plumbing and carpentry works.
• Request for repair and follow-up of items being purchased that are pertinent in the normal operation of the center are also being attended to
• Plans, schedules and set-up room reservation and Training Calendar for Operations/Support meeting and training. Coordinates with Operations/Support Group in cases when changes occur.
• Ensures that the Room Reservation Folder and Training Calendar are regularly updated to avoid conflict of schedules.
• Provides assistance for any logistical requirements needed for meeting/training/Client Visits. 
• Responsible for diligently keeping and maintaining pantry supplies.
• Prepares Purchase requisition through Ariba for Administration and pantry supplies as the need arises.
• Continuously monitors Purchase requisition done in Ariba until requests have been completely delivered.
• Handles Petty Cash for CREST Revolving Fund.
• Effectively monitors the issuance of Clearance to resigned employees.
• Regularly checks billing submitted by Vendors prior preparation of Request for Payment.
• Ensures availability of parking space for Clients as requested by Ops & Support group.
• Monitors the issuance of car pass.
• Manages messengerial services, and ensures safe receipt and delivery of packages
• Receives and coordinates Hotel and Staff House reservation requests (for Bohol sites)

OPERATIONAL REQUIREMENTS – EXECUTIVE ASSISTANCE

• Schedules meetings and arranges conference calls.
• Establishes venues, arrange for refreshments and meals, sets up meetings, establish and circulate agenda, circulates minutes and maintain a complete set of minutes, obtains reports and circulate when needed, follows up on action items completion as required.
• Collates reports
• Accepts receivables and payables submitted by different operating units.
• Facilitates communications between the executive and her direct reports. Assesses the urgency of the situations and determines appropriate action.
• Maintains confidentiality and currency of office records and files including personnel records.
• Performs other related duties as assigned or requested
• Effectively keeps and records all documents needed to be processed thru SAP such as Cash Advances, Liquidation, Request for Payment. Replenishment for the Revolving Fund

HOUSEKEEPING

• Constantly monitors and administers the cleaning crew/housekeeping so that it meets the standard that is required by the company. 
• Effectively monitors and maintains the cleanliness of the Zen area.
• Regularly monitors and maintains the Cafeteria and the Pantry area including the Vending Machines that are within its premises and dust free.
• Cares for the appliances in the Cafeteria like the fridge, microwave oven, television, and water dispenser. Facilitates the repair when necessary.
• Regular monitoring of the Comfort Room and its cleanliness including the supply of toilet papers hand soap, hand sanitizer that are often used.
• Ensures that all Conference/Training Rooms are dust and trash free.

PHOTOCOPYING SERVICES

• Ensures the availability of working copier machines at all times, including Key Operators.
• Effectively monitors and records the documents being reproduced to be used for billing purposes.
• Ensure confidentiality on the documents being reproduced.
• Ensure that photocopying is efficient and that wastage is properly monitored/minimized.
• Communicates with the vendor in cases of malfunction and the need for repair/maintenance.

PEST CONTROL SERVICES

• Ensures health hazard free pest control application.
• Scheduling of pest control application without hampering and disturbing the call center and equipment operation schedules and arrange rooms for operational meetings. Coordinates with Operations Dept. if there are any changes with the venue for which they requested.

MATERIALS MANAGEMENT

• Monitors inventory works related to operational requirements such as furniture & fixtures, office supplies, lockers, proximity cards and car passes.
• Coordinates and receives office supplies.
• Prepares and submits monthly reconciliation of Office Supplies consumption
• Regularly reviews the asset inventory.
• Ensures that resigned and deemed resigned employees vacated their respective lockers.

FINANCE-RELATED ASSISTANCE

• Processing of Local Permit Requirements
• Annual Business Permit Renewal
• Annual Fire Safety Inspection Certificate from Bureau of Fire Protection
• BIR Renewal and Inspection
• Barangay Clearance
• Annual PEZA Permits Renewal
• Assist in the Annual PEZA inspection
• Assist PEZA personnel accommodations and transportation (if applicable)
• Preparation of PEZA 8105 and 8106 documentation

FLEET MANAGEMENT AND TRAVEL DESK ASSISTANCE (FOR BOHOL)

• Monitors and schedules the daily shuttle service pick-up and drop-off service
• Monitors the driver’s compliance to the Daily Trip Tickers
• Monitors daily fuel consumption of the vehicle by recording the odometer readings against the purchased fuel
• Check the driver’s daily report and encode in the Vehicle Monitoring Sheet
• Assist Travel Desk Manila in arranging hotel requirements for incoming guests and hotel transfers, accommodation extensions, and cancellations

PROCUREMENT ASSISTANCE (FOR ILOILO)

• Source/establish relations with reliable suppliers and service providers that are Bohol-based
• Create Purchase Requisitions and monitor Purchase Orders
• Negotiate for technically approved and cost-effective products
• Ensure suppliers’ compliance to the terms and conditions of the Service Agreements/Contracts

Iloilo, Cybergate, PaviaPhilippines