Office & Finance Administrator Superstar

THE NO-NONSENSE SUMMARY:This position is ideal for organized and resourceful professionals eager to join a dynamic multinational organization. Reporting to the Administration Manager in the Philippines, you will be at the forefront of daily office operations, ensuring smooth workflows and a well-organized office environment. In this role, you will oversee administrative tasks, manage office resources, and support the planning and execution of facility budgets. Your ability to streamline processes, manage vendor relationships, and coordinate effectively across teams will be critical to success. Be sure to read to the end of the description to ensure you don’t miss an important detail.

ROLE’S MISSION
Ensure the smooth and efficient operation of the office environment by providing comprehensive administrative support, fostering effective communication, and maintaining organizational systems. 

DESIRED OUTCOMES

• Ensure the office runs smoothly by maintaining cleanliness, organized systems, managing supplies, and ensuring all equipment is functional and readily available. 
• Ensure all office activities comply with company policies, legal requirements, and health and safety regulations. 
• Ensure smooth day-to-day operations; organize supplies, manage vendors, keep accurate, up-to-date records for easy retrieval of information and write and use work instructions using MediaWiki

CANDIDATE COMPETENCIES | Candidate:

• Demonstrates high organizational abilities, effectively managing calendars, checklists, and tasks
• Has strong problem-solving and research skills, quickly synthesizing information from diverse sources
• Can write and follow clear written instructions in local language & English  (ChatGPT allowed!)
• Has attention to details and reviews information diligently, anticipating issues and resolving discrepancies in records, contracts, and facility-related responsibilities.
• Is skilled in using productivity tools and software for task management, coordination, and research;
  we use Asana & MediaWiki for documentation and have a corporate ChatGPT account

THE ROLE
Yes, you read that right – we’re looking for a SUPERSTAR. If the title sounds unconventional, it’s because CAPLINQ is too. We’re seeking that special someone with exceptional skills in managing office operations and finance administration, while proactively handling facility planning and budgeting.

Let me come right out and say that we welcome recent graduates with strong organizational skills, as well as more experienced professionals with a background in project coordination. Salary and benefits will be commensurate with experience and skill set.

At CAPLINQ, you won’t be dealing with monotonous tasks or rigid routines. Instead, you’ll be central to our daily operations, ensuring the office runs smoothly, maintaining accurate financial records, and driving strategic planning for future facilities. Your role will involve everything from managing vendor relationships and coordinating office supplies to supporting compliance and long-term financial planning.

You will be successful in this position if you love using ChatGPT and Google, are proactive, detail-oriented, and capable of managing diverse tasks with ease. If you thrive in a dynamic environment and enjoy being the go-to person for keeping things organized and efficient – keep reading.

As a fast-growing multinational, our operations span across various regions, requiring meticulous coordination and support. Our team values a collaborative approach, and we are looking for someone who can seamlessly integrate into our workflow, bringing both efficiency and enthusiasm to the table.

Does this type of work inspire and motivate you? Then I encourage you to read on. If, on the other hand, you’re already exhausted reading this, I recommend you take a nap and check out another job post.

So, what will you be doing?
The position and responsibility will grow along with you.  As a small, but growing company, the role will be exciting for you if you enjoy a broad range of activities and aspire for career growth in a growing organization as you master the activities described hereunder.

1. Office and Facility Management (about 50% of your time)

Ensure efficient office operations by documenting procedures, managing supplies, coordinating with vendors, and handling utilities and administrative needs. Act as the primary contact for staff, customers, and service providers while overseeing insurance and financial arrangements.

Examples of activities:

• Document and follow office procedures in MediaWiki for consistency and efficiency.
• Oversee daily operations, managing supplies, equipment, and vendor relationships.
• Handle utility bills, key fobs, parking, and coordinate office maintenance and supplies.
• Coordinate staff travel, customer visits, and serve as the main communication point.
• Manage insurances, pensions, and administrative documentation.

2. Facility Research, Planning, and Budgeting (about 50% of your time)

Conduct thorough research and develop well-organized, budgeted plans for office and facility needs, ensuring strategic decision-making for future growth.

Examples of activities:

• Research potential locations and costs for future office expansions, analyzing space requirements and regional benefits.
• Evaluate and budget facility upgrades, such as heating systems, air conditioning units, and contractor options.
• Assess leasehold vs. freehold properties to inform long-term facility investments.
• Determine optimal budget allocations for personnel activities and office needs.
• Identify cost-effective banking solutions and explore alternative local services to optimize operations.

DESIRED SKILLS AND EXPERIENCE 

What mindset do you require?
Skills can be learned. Mindsets, though they can be learned too, are more often a part of who you are. We value the mindset at least if not more than either experience or hard skills.

1. Curiosity – We want someone who’s not content with surface answers. If something doesn’t add up, we want you to dig deeper, investigate, and understand the “why.”
2. Attention to Detail – We need someone who’s organized, precise, and reliable. You should excel at managing time, keeping things in order, and spotting details that others might overlook. Hint! Don’t forget to read the last paragraph 😉
3. Continuous Improvement – People and processes can always get better. We’re looking for someone who questions every process to see if there’s no room for improvement.
4. Courage – Bosses make mistakes and colleagues aren’t always fair. That’s life. We’re looking for someone who may be afraid to confront these issues, but does it anyway.

What skills do you NOT need?
Before we list the skills you do need, it is important that you know what skills or experience we do NOT require:

• Product knowledge: You do not need to know anything about any of the products CAPLINQ sells, nor any of the services we provide. All will be taught on the job.
• Lots of work experience: We are open to accepting entry-level candidates with the right mindset and can learn on the job. On the other hand, if you have a lot of experience, you are also encouraged to apply. Salary will be commensurate with skills and experience.

What skills do you require?
Very few hard skills are required. Candidates will be required to:

• Pick up the phone and call basically anyone! (Constructors, contractors, tax authorities or government agencies)
• Be a positive team player. A positive attitude and energy feed the team and we can always use more.
• Pay attention to detail. The very last paragraph of this job vacancy has very important information. Be sure you read it twice before applying.

There is no need to send your CV unless it looks awesome and you want to impress us with how it looks.  Otherwise, we will use your LinkedIn profile (better make sure it is complete!).  

Instead, candidates wishing to apply are requested to send an email to hr@caplinq.com that includes:

• A link to your LinkedIn profile (not a CV)
• A one-page, personal motivation letter

Let me repeat that last part in a different way… We are looking for people who stand out from the crowd with a well-written, enthusiastic one-page letter telling us why this position speaks to you and what you could bring to the team. 

If all you do is send a CV (we told you not to), and no motivation letter your application will be discarded without even being read.