Administrative Associate I

Administrative Associate I

Location:

This is an on-site work arrangement required on a daily basis.

Insight at a Glance

·         14,000+ engaged teammates globally

·         Certified GPTW (Great Place to Work)

·         #20 on Fortune’s World's Best Workplaces™ list

·         $9.2 billion in revenue

·         Received 35+ industry and partner awards in the past year

·         $1.4M+ total charitable contributions in 2023 by Insight globally

Now is the time to bring your expertise to Insight. We are not just a tech company; we are a people-first company. We believe that by unlocking the power of people and technology, we can accelerate transformation and achieve extraordinary results. As a Fortune 500 Solutions Integrator with deep expertise in cloud, data, AI, cybersecurity, and intelligent edge, we guide organisations through complex digital decisions.

About the role

The Admin Associate will be responsible for the overall smooth operation of the office facility ranging from employee/department administrative support, government clearances, procurement and inventory control, record management, and workplace safety. As an Admin Associate, you will get to:

·         The Admin Associate will be responsible for developing efficient practices to serve business needs.  

·         Procurement

o   Profiles suppliers/contractor based on services offered and best pricing.

o   Prepares purchase order documents all the way to approval.

o   Coordinates with suppliers on the delivery schedule.

o   Audits delivered goods and reports issues with the supplier.

o   Handles the billing coordination from invoice requests, check releases, payment deposit, all the way to documentation of official receipts (OR) and signed BIR 2307.

·         Inventory

o   Keeps track of Admin supplies and conducts scheduled audits.

o   Coordinates with maintenance for cleaning and repairs.

o   Procures to replace/replenish.

·         Petty cash

o   Manages the cash flow, reports and collects supporting documents.

o   Balances the sheet and follows-up on any open items before endorsement to Admin Head, Country Manager and Accounting.

·         Seat audit, floor planning

o   Plots seating arrangements. Coordinates with department leads and teammates on the proposed plan and scheduling of seat moves.

o   Coordinates with IS Operations on any desktop or connection problems after the seat movements.

o   Updates the floor maps based on the audited seat plans.

·         Office machine and equipment

o   Inspects for defects.

o   Coordinates with contractors for recurring or one-off repairs/replacement of unit or parts and negotiates on quoted pricing.

o   Audits contractor’s final output, whenever possible, and ensures all discussed items in the quote have been executed.

·         Building admin coordination

o   Processes work permits and gate pass for the contractor’s works and supplier’s deliveries.

o   Reports building issues such as leaks, water supply, power outage, etc. to the Property Supervisor and follows up until resolved.

o   Coordinates with the Property Supervisor on any teammate issues raised and follows up until appropriate action has been performed.

o   Coordinates with the affected department leads if building has any activities that might affect operations such as the monthly generator testing, building entry requirements, parking rules changes, etc.

·         Teammate support

o   Coordinates the schedule of the delivery/retrieval of work from home machines (if applicable), payroll related documents, and other work-related equipment.

o   Orients about office facilities, and safety and rules and regulations.

o   Conducts rounds of walk thru with different departments or department leads to keep them informed on company activities, policies and announcements, and to get feedback on any concerns.

o   Aids during emergencies from evacuation, lodging, food, or transportation assistance.

·         Company collaterals

o   Updates digital signages, bulletin boards and name tags.

o   Print, cut, distribute flyers, cards, IDs, and other printable assets whenever needed.

·         Local-national government and PEZA – obtains and processes the needed requirements for the permits and licenses.

·         Facilities and housekeeping

o   Assigns and reviews the facility staff’s day to day to-dos and audits outputs.

o   Determines facilities issues and collaborates with them for a resolution.

o   Educates the staff on any company updates and requirements all the way to completion.

o   Evaluates the facilities staff yearly performances.

·         Workplace safety

o   Conducts orientation on the use of fire extinguishers, megaphones, radios, as well as walk thrus of fire exits, locations of first aid kits and other safety items available around the office.

o   Coordinates with safety officer on the safety training schedules and completion of safety requirements.

·         Guest relations

o   Arranges hotel accommodation if needed.

o   Assigns and prepares room or workstation setup.

o   Meets up with guest from hotel all the way to the office. Conducts office tours and introduces guest to different department leads.

o   Assists on any other needs such as water, food and transportation.

·         Event management

o   Brainstorms and plans for games and activities. Creates game mechanics and rules.

o   Searches for venues for holiday parties, summer party, and sporting facilities for basketball, volleyball and bowling.

o   Coordinates with suppliers on food and drinks catering, lights and sounds, tables and chairs arrangements, and services such as referees, nurse, videographer, etc.

o   Requests for banners, prints and posts on digital signages and boards, and emails to teammates.

·         Some travel maybe required.

·         Other duties as assigned.

What we’re looking for

·         Bachelor’s Degree in Office Administration or related field  and 1-2 years of relevant experience in admin roles with a background of procurement

·         Able to thrive in an environment characterized by rapidly changing requirements and an ongoing focus on meeting operational objectives.

·         Strong written and verbal English communications skills.

·         Able to successfully manage multiple priorities.

·         Experience in administrative support in a BPO setting and other related experience. 

·         Experience in local government and PEZA permit and clearance processes.

What you can expect

We’re legendary for taking care of you, your family and to help you engage with your local community. We want you to enjoy a full, meaningful life and own your career at Insight. Some of our benefits include: 

·         Freedom to work from another location—even an international destination—for up to 30 consecutive calendar days per year.

·         HMO on Day 1 with 2 free dependent.

But what really sets us apart are our core values of Hunger, Heart, and Harmony, which guide everything we do, from building relationships with teammates, partners, and clients to making a positive impact in our communities.

Join us today, your ambITious journey starts here.

Insight is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation or any other characteristic protected by law.

When you apply, please tell us the pronouns you use and any reasonable adjustments you may need during the interview process.

At Insight, we celebrate diversity of skills and experience so even if you don’t feel like your skills are a perfect match - we still want to hear from you!