Admin, Finance, and Operations Associate, Cebu

Position Overview

The Admin, Finance & Operations Associate is the operational backbone of the Cebu branch. This is a broad, hands-on role that covers three core functions administrative support, basic finance and compliance, and day-to-day operations coordination making it ideal for someone who is adaptable, takes initiative, and is comfortable wearing multiple hats in a startup environment. As the branch grows, this role will evolve and responsibilities may be divided but for now, we're looking for someone who can manage all three areas with confidence and ownership. The ideal candidate is organized, resourceful, discreet, and genuinely enjoys keeping things running smoothly behind the scenes.

Key Responsibilities

Administrative

• Manage day-to-day administrative tasks including filing, scheduling, correspondence, and office supplies management
• Maintain and update employee records, timekeeping logs, and benefits enrollments (SSS, PhilHealth, Pag-IBIG)
• Handle petty cash fund management and expense liquidations
• Assist management and the Expansion Lead with various administrative requests, reports, and special projects
• Coordinate with government agencies for business permit renewals and regulatory filings

Finance & Compliance

• Record and reconcile daily financial transactions, receipts, and disbursements
• Prepare and process invoices, purchase orders, and official receipts
• Monitor accounts payable and receivable and follow up on outstanding balances
• Assist in the preparation of monthly branch financial reports, cash flow summaries, and budget tracking
• Coordinate with the external accountant or CPA for BIR filings, payroll processing, and statutory compliance
• Handle and track branch expenses, ensuring all disbursements are properly documented and liquidated

Operations

• Coordinate with suppliers and third-party contractors on purchase orders, delivery schedules, and follow-ups
• Monitor incoming and outgoing inventory track stock levels, record movements, and flag shortages
• Assist the Project Manager and Operations Manager in scheduling deliveries, installations, and site coordination
• Liaise with courier and logistics partners for product movement between HQ and the Cebu branch
• Maintain and update the branch's operational trackers project status, delivery logs, contractor schedules
• Support the setup and day-to-day upkeep of the warehouse and showroom space, including receiving goods and organizing storage
• Assist in documenting and following standard operating procedures (SOPs) as they are developed

Qualifications & Requirements

• Bachelor's degree in Business Administration, Financial Management, Operations Management, Accountancy, or a related field
• At least 2-3 years of experience in an admin, operations, or finance role experience across more than one of these areas is a strong advantage
• Basic knowledge of BIR tax compliance, SSS, PhilHealth, and Pag-IBIG processes
• Proficient in MS Office (especially Excel); familiarity with accounting software (e.g., QuickBooks, Xero) or ERP systems (e.g., Odoo) is a plus
• A self-starter who can manage multiple responsibilities independently without waiting to be told what to do next
• High level of accuracy, integrity, and attention to detail across both financial records and operational coordination
• Comfortable in a fast-moving, startup environment where processes are still being built and priorities can shift
• Discreet and trustworthy with confidential business and financial information