Admin Support (For Pooling)

Job Summary : We are seeking a highly organized and detail-oriented Procurement and Administrative Support to manage internal and external procurement processes, client communications, and administrative tasks.

This role involves coordinating procurement activities, maintaining accurate documentation, supporting client requests, and managing software and service renewals.

The ideal candidate is proactive, possesses excellent communication skills, and is capable of handling multiple responsibilities efficiently.

Compensation and Benefits : Salary Range : Php 40,000- Php 60,000 Permanent Work from Home Paid Time Off (VL / SL) Annual Bonus Monthly Performance Bonus Health Allowance Key Responsibilities : 1.

Procurement Management Internal Procurement : Manage monthly supply orders for HQ, SD, and other office locations, ensuring timely delivery and inventory accuracy.

External Procurement : Source and procure items (software and hardware) as indicated in signed client quotes.

Collaborate with vendors and suppliers to ensure cost-effective and high-quality purchases.

Track and manage procurement processes from request to delivery, ensuring all records are accurately documented.

2.

Client Support and Communication Respond to client queries and requests related to licenses, invoices, and other matters in a timely and professional manner.

Address client concerns by investigating and resolving issues promptly.

Coordinate and send required reports to clients, including user license lists, computer counts, and other requested data.

3.

Insurance and Compliance Management Generate Certificates of Insurance (COI) for clients by liaising with insurance agents.

Manage and monitor insurance renewals, ensuring compliance and timely updates.

Ensure all employees complete mandatory HIPAA and Anti-Sexual Harassment Prevention trainings and maintain up-to-date records.

4.

Billing and Invoicing Support Assist in monthly billing processes by preparing and sending down payment invoices and final invoices for projects and tickets.

Ensure accurate documentation and record-keeping of all financial transactions related to procurement and client billing.

5.

Document Management and Data Entry Maintain and update internal records, including procurement logs, client data, and administrative documents.

Ensure all data entries are accurate and consistent across platforms.

Provide detailed reports and documentation as requested by management and clients.

6.

Coordination and Meeting Management Organize and coordinate internal and external meetings, ensuring agendas, minutes, and follow-ups are managed effectively.

Collaborate with cross-functional teams to facilitate smooth communication and project execution.

7.

Software and Service Renewals Manage and track software and service renewals for both the company and clients, including platforms like Microsoft and Meraki.

Ensure timely renewals and minimize service disruptions.

8.

Additional Support and Task Management Respond to and assist with queries and requests from the Helpdesk team.

Perform other administrative tasks as needed to support internal and external operations.

Qualifications : Proven experience in procurement, administrative support, or a related role.

Strong organizational skills with the ability to manage multiple tasks simultaneously.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and other relevant software.

Experience working with procurement systems and managing vendor relationships.

Attention to detail and a commitment to maintaining accurate records.

Ability to work independently and as part of a collaborative team.

Preferred Qualifications : Experience in managing software and service renewals.

Knowledge of HIPAA compliance and administrative training programs.

Prior experience in a client-facing or technical support role.

If you are a motivated and detail-oriented professional with a strong background in procurement and administrative tasks, we encourage you to apply and join our dynamic team.

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