Senior Admin, Compliance and Procurement Specialist - Makati - Vaco by Highspring

Paglalarawan

Job Title: Sr Administrative, Compliance, and Procurement Specialist

Reports to: Country Manager

Schedule: US Core Business Hours

Work Set Up: Hybrid - Makati

Description:

• The Sr Administrative, Compliance, and Procurement Specialist provides high-level support in managing Philippine statutory compliance, procurement coordination, executive administration, and travel logistics, ensuring seamless operations across multiple functions.
• This role collaborates with internal teams and external stakeholders, safeguards sensitive information, and drives efficient execution of corporate events, financial processes, and special projects.

Essential Job Functions:

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
• The requirements listed below are representative of the knowledge, skills, and abilities required.

Duties and Responsibilities:

• Oversees Philippines compliance requirements by consolidating and monitoring monthly, quarterly, and annual submissions for statutory benefits and taxes, and transacting directly with government agencies and LGUs when needed
• Manages complex travel arrangements for Philippine employees including scheduling, booking flights and accommodations, arranging ground transportation, and handling visa or permit requirements across various time zones o Provides executive-level administrative support to senior leadership by drafting and preparing correspondence, reports, and presentations, while coordinating calendars, agendas, meeting materials, and ensuring smooth logistics for internal and external meetings
• Handles financial administration by managing and reconciling expenses, tracking receipts, creating and submitting expense reports, and coordinating purchase orders for employee engagement activities
• Supports planning and execution of corporate events, summits, conferences, and special projects by conducting research, gathering data, and preparing documentation and presentation materials
• Maintains organized and accessible filing systems while managing confidential information with discretion and supporting tasks such as IT coordination, document signing, onboarding assistance, and procurement or vendor management
• Collaborates with the global EA network to ensure business continuity during absences or peak workloads and fosters effective working relationships with internal departments and external stakeholders to support business objectives

The above statements describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Desired Competencies:

• Accountable- Holds self and others accountable to meet commitments
• Action Oriented- Embraces new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm
• Collaborative- Partners and connects with others to achieve shared goals or objectives, seeking input and inspiring others to value the same, building trust with each collaborative interaction
• Negotiation Skills- Maintains integrity of motivation and purpose while demonstrating the skill of persuasion or achieving as close to a win-win arrangement as possible
• Resourcefulness- Identifies, secures, and deploys resources effectively and efficiently
• Results Oriented- Consistently achieves results, even under tough circumstances o Situational Adaptability- Responds to changes, delays, or unexpected events in a positive manner; adapts working style to best fit a given situation with a strong work ethic

Education and Experience:

• Bachelor's degree in related field required o Minimum of 3 years of experience with background in administrative, compliance and procurement or in a similar role required, preferably supporting Senior Level Executives
• Industry experience in outsourced industry or related sectors required o Exceptional organizational skills with the ability to multitask, prioritize, and manage time effectively in fast-paced environments required
• High level of discretion and professionalism while building strong relationships with stakeholders across all levels and time zones required o Proactive and detail-oriented communicator with advanced proficiency in Microsoft Office and strong problem-solving capabilities required

Multiple locations | Remote eligible with management approval

* Travel Requirements: 50% travel (e.g. 50 % travel to differing locations, 50% of the time working from an office)

* Physical Demands: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position:

* Frequent: Sitting, walking, eye/hand/foot coordination and repetitive motion.

* Occasional: Standing and bending.

* Infrequent: Lifting up to 10 pounds.