Administrative Assistant

• Provide day-to-day administrative support to Grundfos IS Administration in Manila, ensuring regular and ad hoc tasks are executed accurately and on time.
• Manage purchase requests and purchase orders, including collection of required approvals and signatures, and coordination with vendors and internal stakeholders.
• Handle ordering and purchasing of office- and employee-related items such as work tools, special equipment (e.g. laptops, monitors, test mobile phones), access card materials, and standardized onboarding items.
• Support managers and stakeholders across locations (e.g. Hungary, Denmark) with administrative requests related to their Manila-based employees, including special equipment, gifts, and employee recognition items.
• Coordinate vendor search and engagement for services such as training, catering, and other operational needs.

• Coordinate onboarding activities in close collaboration with HR, ensuring new employees are welcomed professionally and have required tools, access, and materials ready on their first day.
• Arrange welcome gestures and onboarding materials in line with GIS standards, including personalized items and practical setup of workstations.
• Support visa-related administrative processes, including visa renewals for expatriates.
• Assist with recruitment-related administrative support, including ordering of promotional materials, banners, and giveaways for job fairs and employer branding activities.

• Support planning, preparation, and execution of internal and external GIS events and activities, such as townhalls, leadership visits, celebrations, etc.
• Coordinate logistics related to venues, catering, technical requirements, presentations, and activities for events.
• Maintain and update relevant internal information displays and employee-related data to support engagement initiatives.

• Relevant education within Office Administration, Business Administration, or a similar field
• Minimum 1-3 years of relevant experience in an administrative, coordination, or support role
• Proven experience with procurement support, purchase orders, and vendor coordination
• Experience supporting onboarding activities and coordinating with HR and managers
• Strong organizational and planning skills with the ability to manage multiple tasks simultaneously
• Fluent in English, both written and spoken
• Strong user-level skills in Microsoft Office tools (Word, Excel, PowerPoint, Teams, etc.)
• Experience working in an international or cross-cultural environment is an advantage.)

• Administrative and operational tasks are delivered accurately, timely, and at a consistently high quality in a multitasking and deadline-driven environment.
• Onboarding activities are executed smoothly, ensuring new hires are well prepared, welcomed, and equipped from day one.
• Events, employee activities, and engagement initiatives are coordinated professionally and in line with GIS standards.
• Procurement, ordering, and vendor coordination are handled efficiently, compliantly, and with cost and quality awareness.
• Confidential information, approvals, and employee-related matters are handled with integrity, discretion, and professionalism.

• Gets things done - demonstrates strong follow-through and ownership of tasks
• Service-minded and supportive - responds proactively to the needs of employees and managers
• Strong coordination and organizational skills - able to manage multiple activities, priorities, and stakeholders
• Effective communicator - communicates clearly and professionally in English across cultures and levels
• Integrity and confidentiality - handles sensitive information with discretion and trustworthiness
• Collaborative and relationship-oriented - works effectively with colleagues across functions and locations
• Adaptable and flexible - comfortable operating in a dynamic, global environment with changing priorities

• A collaborative and global working environment, hybrid work arrangement, and flexible work hours
• Annual bonuses and health insurance
• Three days' additional paid leave for volunteering activities in your community.
• Access to online learning platforms to pursue personal and professional development opportunities.

Grundfos