I. JOB SUMMARY
The Administration and Finance Supervisor is responsible for overseeing day-to-day office operations and ensuring compliance with company policies, finance-related activities, and asset management for Petrotrade Philippines Inc. (PPI), Petrophilippines Co. Inc. (PCI), and Fleet Philippines Co. Inc. (FPCI). This role includes managing administrative tasks, coordinating financial processes, travel arrangements, event planning, and fleet management. The position requires strong organizational, communication, and leadership skills to streamline processes and support operational efficiency.
II. SPECIFIC DUTIES AND RESPONSIBILITIES:
A. Administrative Management
1. Oversee daily office activities, ensuring compliance with company policies, such as employee safety logbook, proper attire, and workspace cleanliness. Arrange and manage PSCD meetings, including meal arrangements as needed.
2. Manage requisitions for office supplies and equipment for PPI and PCI.
3. Oversee procurement and issuance of PPE for FPCI crew and monitor inventory (rain boots, raincoats, cover-alls, safety shoes).
4. Coordinate with Legal and IT Departments for the sale and disposal of old service vehicles and laptops.
5. Receive, log, and manage invoices for PPI, PCI, and FPCI; maintain the invoice log for tracking and reporting.
6. Handle new applications and recontracting of postpaid lines for employees.
7. Coordinate Telco billing, prepare payment summaries, and ensure timely payments to prevent service disruptions.
8. Manage insurance renewals for money float (PPI, FPCI) and laptops (PPI, PCI, FPCI).
9. Prepare annual corporate giveaway lists for Christmas distribution.
B. Finance Management
1. Conduct spot audits onboard FPCI vessels to verify company-issued assets in coordination with the Finance Team.
2. Enter and manage Job Orders and Purchase Requests in D365 for PSCD.
3. Prepare MERs (Major Expenditure Requisitions) for non-technical expenses.
4. Prepare and submit annual budgets for office supplies, asset acquisitions, communication services, software licenses, and PPE for FPCI.
5. Reconcile corporate credit card accounts used for business travel, domain renewals, and other expenses.
6. Generate and upload PRN (Payment Reference Numbers) for SSS and SPA for PHIC contributions and loan payments for PPI, PCI, and household staff.
7. Process payment of port disbursement statements from FPCI vessels and prepare summaries based on GL accounts.
8. Prepare and manage DES (Departmental Expense Summaries) and CAs (Cash Advances) for general office expenses.
C. Travel Arrangement
1. Coordinate domestic and international travel for executives, managers, and employees, including booking flights, hotels, car rentals, and other logistics.
2. Ensure adherence to company policies on travel authorizations, MIE allowances, and per diems.
3. Manage approvals and documentation for travel-related expenses.
D. Event Planning
1. Plan and execute office events, meetings, and conferences, including venue selection, logistics coordination, and budget management.
2. Conduct ocular inspections for event venues and finalize bookings.
E. Fleet Management
1. Ensure the maintenance and repair schedules of company vehicles are followed, including preventive maintenance services (PMS).
2. Oversee insurance and registration renewals, coordinating with the Legal Department.
3. Monitor fleet card usage and payments to prevent service interruptions.
4. Prepare vehicle assignment letters and enforce compliance with company vehicle policies.
F. Ad Hoc and Other Duties
1. Draft and compose emails, letters, and memos for announcements, internal communication, and official business transactions as requested.
2. Provide support for ad-hoc administrative tasks as required by the Finance and Administration Department.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying the position. The incumbent is expected to perform other duties necessary for the effective operation of the department.
III. MINIMUM JOB SPECIFICATIONS
1. Bachelor’s degree in Business Administration, Finance, or a related field.
2. Minimum of 5 years of experience in office administration, financial management, and asset coordination.
3. Strong knowledge of financial processes, including budget management and statutory payments.
4. Proficient in Microsoft Office Suite (Excel, Word, Power Point) and D365 (or similar ERP systems).
5. Excellent organizational, communication, and leadership skills.
6. Ability to handle multiple priorities, meet deadlines, and maintain confidentiality.
IV. Accountabilities
1. Ensures accuracy and quality in administrative and financial documentation.
2. Demonstrates the ability to lead and collaborate effectively within cross-functional teams.
3. Strong analytical and problem-solving skills to address administrative and financial challenges.
4. Provides responsive and efficient support to internal stakeholders.
5. Adjusts to changing priorities and can effectively manage time-sensitive tasks.
Job Types: Full-time, Permanent
Pay: Php25,000.00 - Php27,000.00 per month
Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Health insurance
• Life insurance
• Paid training
• Staff meals provided

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental Pay:

• 13th month salary

Expected Start Date: 12/15/2024