About the Role
The Operations and Administration Manager serves as the central pillar for all back-office and facility operations in the Philippines branch. Designed to allow the General Manager to focus entirely on Sales and Marketing, this role acts as the primary liaison and coordinator for the Finance/Accounting, HR & Admin, and Sales Admin departments. While acting as an individual contributor, the manager will independently ensure that the physical office runs flawlessly, internal processes are streamlined, and the working environment remains highly productive and compliant with local regulations.
Key Responsibilities
1. Cross-Functional Coordination & Back-Office Support
- Act as the primary focal point and central coordinator connecting Finance/Accounting, HR, and Sales Admin departments to ensure seamless back-office operations.
- Streamline internal workflows and alleviate administrative bottlenecks, preventing delays when the GM is out of the office for business development.
- Monitor, review, and facilitate the flow of critical internal documents, approvals, and operational reports.
- Provide logistical and administrative support to the Sales Admin team, particularly in preparing resources, documents, and venues for product training and internal meetings.
2. Office & Facility Management
- Oversee the daily operations of the office, ensuring a clean, safe, and fully functional working environment for all employees.
- Manage corporate assets, including office equipment, IT hardware, furniture, and company vehicles, maintaining an accurate and up-to-date asset registry.
- Ensure the facility and any localized storage areas meet the basic hygiene and safety standards required in the medical device distribution industry.
- Handle procurement for all office supplies, consumables, and general services, ensuring cost-effectiveness.
3. Vendor Management & Local Compliance
- Source, negotiate, and manage relationships with local vendors, service providers, and building management in the Philippines.
- Ensure the company holds all necessary local business permits, building licenses, and complies with municipal regulations.
- Assist expatriate management (if any) with local administrative requirements, including housing coordination, work permit documentation, and local agency liaising.
4. Workplace Environment & Employee Welfare
- Champion a positive and productive workplace culture by maintaining high-quality office amenities and addressing facility-related grievances proactively.
- Collaborate with the HR department to coordinate internal company events, employee engagement activities, and welfare programs.
- Act as the first point of contact for staff regarding operational issues, applying strong problem-solving skills to resolve day-to-day conflicts smoothly.
Qualifications & Requirements
- Education: Bachelor’s degree in Business Administration, Operations Management, Management, or a related field.
- Experience: 5 to 7 years of proven experience in Office Management, Operations, or General Affairs within the Philippines. Experience in the medical device, pharmaceutical, or healthcare distribution sector is a strong advantage.
- Language Skills: Exceptional verbal and written communication skills in English (Business Level) for reporting to foreign/regional management, and fluent Tagalog/Filipino for effective local vendor and staff management.
- Work Style: Highly hands-on and proactive; capable of executing tasks independently without relying on a team of subordinates.
Key Competencies
- Matrix Leadership: Ability to influence, guide, and coordinate with staff across different departments (Finance, HR, Sales Admin) without having direct hierarchical authority over them.
- Problem-Solving: Agile and resourceful in addressing unforeseen operational, facility, or administrative issues.
- Organizational Skills: Exceptional attention to detail, capable of prioritizing multiple tasks in a fast-paced commercial environment.
- Cultural Adaptability: Adept at bridging the gap between local Filipino working culture and regional/international corporate expectations.
Compensation & Perks
- Competitive Salary
- Mandatory Benefits
Upon Regularization:
- Health Maintenance Organization (HMO) Coverage
- Outpatient Medical Benefits
- 12 Days Vacation Leave (VL)
- 15 Days Sick Leave (SL)
Pay: Php70,000.00 - Php80,000.00 per month
Work Location: In person
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