Assistant Admin Officer at BERNHARD SCHULTE SHIPMANAGEMENT SINGAPORE PTE LTD

Manila, Metro Manila, Philippines -

Full Time

Start Date

Immediate

Expiry Date

15 Jul, 26

Salary

0.0

Posted On

16 Apr, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Procurement, Inventory Management, Administrative Support, Microsoft 365, Outlook, Microsoft Teams, Microsoft Excel, PowerPoint, Documentation, Communication Skills, Multitasking, Record Keeping, Supply Chain Coordination, Asset Management

Industry

Maritime Transportation

Description

As an Assistant Administration Officer at BSM, you support the efficient daily operation of the office by coordinating procurement of supplies, equipment, and uniforms; managing inventory, documentation, and asset issuance; and liaising with suppliers and internal teams. You maintain accurate records, monitor stock levels, and help ensure smooth, cost-effective administrative operations that support both ship and shore functions. Key Responsibilities Office Supplies and Equipment Management Collate and consolidate office supplies and equipment requests from all departments. Prepare and process purchase orders for approved office supplies and equipment. Prepare requests for payment for finalized purchases and endorse to Accounting for settlement. Coordinate with suppliers on stock availability, pricing, and bidding to secure the most cost-effective options. Follow up with suppliers on delivery schedules and escalate delays when necessary. Verify delivered items against approved Purchase Orders (POs) and report discrepancies to suppliers. Maintain accurate monthly inventory records of purchased and issued office supplies and equipment. Monitor inventory levels, anticipate supply requirements, and initiate timely replenishment and expediting of orders. Ensure proper and controlled issuance of office supplies and equipment in accordance with company policies. Prepare and affix equipment tags for released laptops, monitors, and other accountable assets. Ensure completion and proper documentation of equipment allocation forms and related issuance records. Uniform Management Prepare purchase orders for company uniforms requested by employees. Prepare requests for payment for uniform purchases and coordinate submission to Accounting. Follow up with suppliers to ensure timely delivery of uniforms. Oversee proper and accurate issuance of company uniforms to employees. Coordinate with suppliers for alterations or replacements due to incorrect sizing issues. Maintain monthly inventory and monitoring records of purchased and issued uniforms. Administrative and Support Functions Develop, maintain, and organize an efficient filing system for supplies, equipment, and supplier records. Coordinate the collection and maintenance of required documents from new suppliers (e.g., BIR Form 2303, Certificate of Registration). Ensure continuous operation of photocopiers and printers by scheduling preventive maintenance and coordinating repair services as needed. Qualifications & Experience Has a Business Administration or other similar Bachelor’s degree relevant to the job Atleast 1 year experience within a in an administrative role. Fresh Grads are welcome to apply. Skills & Competencies Strong organizational and administrative skills Intermediate knowledge of Microsoft 365 applications including Outlook, Teams, Excel and PPT. Ability to multitask and work independently Good communication skills Fluency in English and in local language PC literacy Why You Should Join Us! We offer a supportive environment, competitive compensation, and meaningful opportunities. By joining us, you will enjoy: Retirement Benefit SSS, PagIbig, PhilHealth Contributions Employer’s Share Medical Insurance (HMO) Life Insurance Free Uniform Free Office Lunch Pro-rated Sick Leave and Vacation Leave on Day 1 18 Days’ Vacation Leave per annum (increasing every 5 years of service by 1 day up to 22 days 21 Days Sickness Leave per annum Compassionate Leave 3 Day – Immediate Family; 1 Day - Extended Family Maternity/Paternity Leave Birthday Leave Birthday Allowance of Php 1,500 Medical Reimbursement-Php 750 per month; Php 9,000 per annum Wedding Gift Eyeglasses worth Php 3,000 upon regularization

Responsibilities

The Assistant Administration Officer supports daily office operations by managing procurement, inventory, and equipment issuance. They also coordinate with suppliers and internal teams to ensure cost-effective administrative support for ship and shore functions.