Administrative Supervisor

Job SummaryThe Admin Supervisor oversees the day-to-day administrative operations of the CHAGEE PH office to ensure an efficient, organized, and well-supported office environment. The role includes managing office facilities, supplies, permits, logistics, maintenance of office facilities and other administrative-related functions, ad hoc tasks, or special assignments. The Admin Supervisor ensures compliance with company policies and local regulations while supporting overall business operations and office-related requirements.Key Responsibilities1. Office and Facility ManagementSupervise the maintenance and cleanliness of the office and other company premises.Coordinate with vendors and service providers for repairs, utilities, maintenance and office improvements.Ensure the proper use and safekeeping of office equipment, furniture, and assets.Oversee office relocation, setup, and logistics when needed.2. Administrative SupportProvide administrative support to senior management and office personnels, including scheduling meetings, managing calendars, and handling correspondence as neededManage procurement of office supplies and consumables, ensuring inventory accuracy and cost efficiency.Maintain and update administrative records, contracts, and files (permits, licenses, insurance, etc.).Prepare and process administrative reports, expense summaries, and reimbursements.Support inter-departmental coordination for events, meetings, and operational activities.Coordinate travel arrangements and accommodations for employees and executives as needed. Also keep track of office/cross-country visitors3. Compliance, Permits, Record keeping and DocumentationMonitor renewal and compliance of business permits, licenses, and government registrations (e.g., business permit, BIR, fire safety, sanitation, etc.).Coordinate with local government offices and external partners for documentation and approvals.Ensure all administrative documentation is up to date and audit-ready.Maintain accurate and up-to-date records, files, and documentation related to administrative activities, contracts, and agreements.• Develop and maintain filing systems to ensure easy retrieval of information when needed.4. Vendor Management: Liaise with external vendors and service providers to negotiate contracts, obtain quotes, and ensure timely delivery of services.Evaluate vendor performance and make recommendations for contract renewals or changes as needed.Vendor application and approval in the system5. Logistics and Asset ManagementSupport logistics and movement of materials or equipment between offices, training center and store locations.Maintain updated asset accountability records and ensure compliance with company policies.Coordinate and arrange transportation for office personnel if needed6. Other Administrative Duties Perform other administrative-related functions, ad hoc tasks, or special assignments that may be required by management from time to time.Provide additional support to ensure the smooth operation of office and store administrative needs.QualificationsBachelor’s degree in Business Administration, Office Management, or related field.At least 3–5 years of experience in administrative supervision or office management.Strong organizational, planning, and leadership skills.Excellent communication and interpersonal skills.Knowledge of government permits, compliance, and vendor management.Proficient in MS Office and basic office systems.Flexible, reliable, and able to manage multiple tasks simultaneously.Key CompetenciesAttention to detail and accuracyStrong sense of responsibility and integrityProblem-solving and decision-making abilityProactive and resourceful Prioritizing and scheduling tasks efficiently.Handling multiple projects or issues simultaneously