Administrative Specialist - Front Office, Travel & Executive Support
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- Paranaque City, Metro Manila
- Permanent
- Full-time
Time Type: Full TimeFront Office, Travel & Executive Support SpecialistPosition SummaryThe Front Office, Travel & Executive Support Specialist is responsible for managing front desk operations, corporate travel coordination, expatriate documentation support, visitor and event logistics, onboarding administration, and building compliance processes.This role ensures professional front-facing service, efficient travel and documentation management, and smooth daily office operations. The position also provides executive administrative support to the Managing Director (approximately 10% of the overall role), while maintaining primary focus on front office and travel functions.Key Responsibilities1. Front Office & Reception Management
- Manage daily front desk operations and serve as the primary point of contact for visitors, guests, couriers, and lobby-related requests.
- Maintain visitor logs, issue visitor badges, and coordinate access requirements.
- Prepare welcome notes and arrange hospitality set up for guests.
- Receive, log, route, and track incoming documents, letters, and courier packages and ensure proper distribution.
- Assist departments with certificate printing and document preparation.
- Coordinate and relay lobby-related requests to the appropriate teams.
- Act as the single point of contact for all documents requiring the Managing Director's signature by monitoring availability (office location and out-of-office schedules), coordinating document routing (e.g., contracts, bank documents, training certificates), reviewing for completeness and accuracy, and ensuring proper tracking and filing of signed documents.
- Assist in visa application / other immigration matters that arise on an ad-hoc basis
- Organize and coordinate internal and external meetings, including booking venues, transportation, etc.
- Prepare and consolidate presentation decks, reports, and briefing materials for leadership and stakeholder meetings.
- Draft announcements, official communications, and executive correspondence as required.
- Prepare meeting agendas and document key action items when necessary.
- Liaise with department heads to consolidate required reports and updates.
- Maintain strict confidentiality of executive records, correspondence, and sensitive information
- Prepare visa requirement checklists and process visa applications, including online submissions and appointment scheduling.
- Prepare and coordinate travel documentation (Guarantee Letters, flight itineraries, hotel bookings, travel insurance).
- Book flights, accommodations, and transportation.
- Provide travel guidelines and advisory support to employees.
- Monitor travel logs and flight status (delays or cancellations) and coordinate changes with travel agencies as necessary.
- Provide documentation assistance for Alien Employment Permit (AEP) processing.
- Coordinate visa and work authorization documentary requirements for expatriates.
- Ensure completeness and accuracy of forms prior to submission.
- Arrange hotel bookings, airport transfers, and transportation for guests.
- Coordinate meeting room reservations and event logistics.
- Support company activities and events requiring building coordination.
- Support new hire onboarding and induction activities.
- Manage ID processing, including photo-taking, printing, and activating access credentials
- Process building access card applications, submissions, activation, and release.
- Ensure timely endorsement, activation, and release of access credentials
- Manage locker and pedestal allocation.
- Coordinate meeting room bookings and setup.
- Arrange refreshments for meetings and training sessions.
- Coordinate equipment and technical requirements with RITS.
- Receive and review vendor invoices for accuracy and completeness.
- Route invoices and supporting documents to appropriate departments.
- Ensure proper documentation prior to submission for payment processing.
- Process gate pass applications for deliveries and pull-outs.
- Process work permit applications and other building-related documentation, including ABPEA requirements when applicable.
- Liaise with building administration regarding access and compliance matters.
- Coordinate compliance requirements and ensure cost recovery from requestors when applicable.
- Bachelor's degree in Business Administration or a related field.
- 3-5 years of experience in front office, travel desk, administrative, or executive support roles.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- High level of discretion and confidentiality.
- Detail-oriented with strong coordination and follow-through abilities.
- Experience supporting senior leadership is an advantage.
- Willing to work onsite, five (5) days per week.