Administrative Officer
# Administrative Officer **MapleBear Philippines** · Makati · `On-site` 🕒 **Статус:** *Опубликовано: 6 дней назад* · *Источник: Indeed* --- ### About the Role NATURE AND SCOPE OF JOB: The Admin Officer is responsible for overseeing, coordinating, and monitoring administrative operations across MapleBear branches in Makati, BGC, Sta. Rosa, and Clark. The position serves as the immediate reporting officer of the Admin Heads assigned to each branch, ensuring the consistent implementation of administrative policies, procedures, and operational standards across the cluster. The Admin Officer provides guidance and direction to branch Admin Heads, monitors their performance and deliverables, consolidates administrative reports, and coordinates with school management and the Headquarters to address operational concerns. The role requires strong organizational, leadership, communication, and problem-solving skills, as well as the ability to maintain confidentiality, ensure accountability, and promote efficient administrative operations across all assigned branches. KEY RESPONSIBILITIES: Administrative Supervision and Performance Management - Oversee administrative operations across all assigned MapleBear branches, ensuring efficient workflows and consistent implementation of company policies, procedures, and operational standards. - Serve as the immediate reporting officer of branch Admin Heads, providing direction, setting performance expectations, and monitoring their attendance, productivity, work quality, compliance, and timely completion of assigned responsibilities. - Provide regular feedback, coaching, and guidance to support the professional development of branch Admin Heads and promote accountability, collaboration, and consistent administrative practices. - Monitor administrative deliverables, review and validate reports and submissions, follow up on outstanding tasks, and escalate recurring performance concerns, staffing issues, and operational risks to Management. Administrative Records and Reporting - Ensure that branch Admin Heads maintain accurate, complete, organized, and updated administrative records, including student enrollment, staff attendance, inventory, correspondence, and other relevant documentation. - Consolidate and review administrative reports from all assigned branches, ensuring accuracy, completeness, consistency, and timely submission to Management or the concerned departments. - Establish and monitor standardized systems for document submission, recordkeeping, reporting, and administrative tracking across all assigned branches. - Ensure the proper handling, safekeeping, and confidentiality of administrative records and sensitive information, and coordinate the resolution of documentation discrepancies and incomplete submissions. Resource, Inventory, Asset, and Uniform Management - Monitor the management, utilization, and inventory of school supplies, materials, equipment, uniforms, and other administrative resources, ensuring that branch Admin Heads maintain updated records and promptly report shortages, damages, losses, and discrepancies. - Coordinate procurement requests, supply distribution, and maintenance requirements with the appropriate departments, ensuring proper documentation, timely submission, and compliance with established approval procedures. - Serve as the central coordinator between branch Admin Heads and the designated garment supplier for uniform orders, including consolidating requests, verifying sizes and quantities, and coordinating order confirmations, production timelines, deliveries, and distribution. - Maintain an updated uniform order tracker, follow up on pending orders, and coordinate the resolution of delayed deliveries, incorrect sizes, defective items, incomplete orders, and other discrepancies. - Coordinate with Finance regarding uniform billing and payment documentation, when applicable, and recommend improvements to inventory control, resource utilization, cost efficiency, and accountability for company assets. Financial and Budget Coordination - Monitor administrative expenses and budget utilization across assigned branches in coordination with Finance. - Review and consolidate branch expense reports, reimbursement documents, purchase requests, and other financial submissions, ensuring accuracy, completeness, and timely submission. - Ensure that branch Admin Heads comply with established procedures for expense documentation, liquidation, procurement, and financial reporting. - Coordinate with Finance to resolve discrepancies, incomplete documentation, budget concerns, and other administrative financial matters. - Recommend cost-control measures and improvements in administrative spending, ensuring that purchases and financial commitments are properly documented, within approved budgets, and processed in accordance with established authorization procedures. Communication and Interdepartmental Coordination - Serve as the primary administrative liaison between branch Admin Heads, school management, Head Office, and other concerned departments to ensure effective communication and coordination across all assigned branches. - Disseminate official announcements, policies, procedures, and operational updates to branch Admin Heads and monitor their proper implementation. - Coordinate with Human Resources, Finance, Operations, the designated garment supplier, and other concerned parties regarding administrative requirements, operational concerns, and supplier-related matters. - Ensure that concerns raised by branch Admin Heads are properly documented, addressed, and coordinated with the appropriate personnel, escalating matters requiring further review, approval, or intervention. - Promote consistent administrative practices through timely interbranch coordination while maintaining professionalism and confidentiality when handling employee matters, operational issues, and sensitive information. Meetings, Training, and Event Coordination - Coordinate administrative meetings, cluster-level activities, training sessions, and other company or school events, ensuring the timely completion of preparations and logistical requirements. - Prepare meeting agendas, consolidate reports, document minutes, and monitor the completion of agreed action items and follow-up activities. - Ensure that branch Admin Heads receive timely instructions, schedules, and logistical requirements for meetings, training sessions, and events. - Support the orientation and training of branch Admin Heads on administrative procedures, reporting requirements, and approved operational processes. - Identify recurring administrative concerns and recommend appropriate training, process clarification, or standardization to improve administrative efficiency and coordination across branches. Compliance, Policies, and Operational Standards - Monitor branch compliance with company policies, administrative procedures, documentation standards, and applicable government or departmental requirements within the scope of the role. - Ensure that branch Admin Heads are informed of relevant policy updates, compliance deadlines, and required administrative actions, and monitor their implementation. - Coordinate the preparation, maintenance, and timely submission of documents required for internal reviews, audits, inspections, and evaluations, ensuring that records are accurate, complete, and available for authorized review. - Monitor the resolution of administrative findings, documentation deficiencies, and compliance concerns, recommending improvements to administrative procedures and controls. - Promptly escalate significant compliance risks, discrepancies, and operational concerns to the appropriate management personnel for review and appropriate action. Compliance, Policies, and Operational Standards - Assess administrative workflows across assigned branches and recommend improvements to enhance efficiency, accuracy, consistency, and overall operational effectiveness. - Develop or recommend standardized templates, trackers, reporting formats, and administrative procedures, subject to approval when required, and monitor the implementation and effectiveness of approved improvements. - Provide guidance to branch Admin Heads in resolving administrative concerns, implementing corrective measures, and addressing operational gaps. - Coordinate with Management regarding operational requirements affecting administrative staffing, resources, and service delivery, and recommend improvements to uniform ordering, supplier coordination, inventory monitoring, and administrative reporting. - Demonstrate flexibility and adaptability in responding to changing priorities, urgent concerns, and unexpected situations; provide administrative support during critical operational situations and conduct branch visits when necessary. - Perform other related duties and responsibilities as may be assigned by the Owner–Operations Director or Management, consistent with the position and organizational requirements. FLEXIBILITY AND OTHER RESPONSIBILITIES - Ensure the timely and accurate preparation, submission, and consolidation of administrative reports while monitoring the performance and deliverables of branch Admin Heads. - Promote consistent implementation of administrative policies, procedures, and documentation standards, ensuring compliance with established administrative and financial requirements across all assigned branches. - Monitor inventory management and responsible utilization of company resources, including the coordination and tracking of uniform orders, deliveries, and supplier-related concerns. - Coordinate with Management and concerned departments to address branch-level administrative concerns, improve communication, and implement solutions that enhance accountability and operational efficiency. - Demonstrate flexibility in responding to changing operational priorities and perform other related duties as may be assigned by the Owner–Operations Director or Management, consistent with the position and organizational requirements. REPORTING STRUCTURE · Reports to: Owner–Operations Director / Management, or other designated supervisor. · Direct Reports: Admin Heads assigned to Makati, BGC, Sta. Rosa, and Clark branches. · Key Internal Coordination: Branch Admin Heads, School Principals, Human Resources, Finance, Operations, and other concerned departments. · External Coordination: Designated garment supplier and other authorized service providers, as required. QUALIFICATIONS - Bachelor’s degree in Business Administration, Office Administration, Education, Management, or a related field. - At least six months of experience in an administrative role, preferably within an educational institution. - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Google Workspace, Canva, and other office management software. - Knowledge of office administration, records management, budgeting, and administrative best practices; familiarity with educational administration, school operations, and government compliance requirements is an advantage. - A master’s degree or relevant certifications in Administration, Office Management, Educational Management, or related disciplines is an advantage. - Must be amenable to working onsite in Makati, with occasional visits to BGC, Sta. Rosa, and Clark. SKILLS AND COMPETENCIES - Leadership and People Management: Strong leadership, organizational, and supervisory skills, with the ability to guide and support branch Admin Heads while promoting accountability, collaboration, and teamwork. - Communication and Interpersonal Skills: Excellent written, verbal, and interpersonal communication skills, with the ability to coordinate professionally and build positive working relationships with school management, staff, parents, suppliers, and other stakeholders. - Planning and Organization: Strong planning, coordination, time management, and multitasking abilities, with keen attention to detail and the capacity to manage multiple priorities and work effectively under pressure. - Analytical and Professional Judgment: Strong analytical thinking, problem-solving, and decision-making skills, coupled with professionalism, integrity, accountability, and discretion in handling confidential information and sensitive administrative matters. - Adaptability and Continuous Improvement: Adaptable, resourceful, and collaborative, with a commitment to improving administrative processes and operational efficiency and supporting an organized, safe, and child-centered early childhood learning environment. Benefits: - Additional leave - Company events - Opportunities for promotion - Paid training - Promotion to permanent employee - Staff meals provided - Work from home Application Question(s): - Are you willing to work independently and with a team? Experience: - Administrative: 1 year (Required) Work Location: In person
Наблюдалась 2026-10-20, впервые 2026-10-14, источник — Indeed.