Office Manager  

Role Overview

We are looking for an Office Manager to run Moongig's Makati office at Century Diamond Tower. This is a hands-on admin and operations role: suppliers managed, supplies stocked, invoices received and issued on time, and a workplace that just works.

You will own the day-to-day: supplier relationships, office spend, invoice intake and issuance, building coordination, permits and renewals, and admin support to the back-office team. You will work closely with Finance and HR, and directly with the founders. Good fit if you follow through without being chased and notice what needs doing before someone asks.

If you want a defined admin role with a fixed checklist, this is not it.

Key Responsibilities

Suppliers and Office Supplies:

• Source, negotiate and manage office suppliers and service providers: pantry, water, IT consumables, cleaning, courier, repairs
• Maintain a supplier list with rates, contacts, and contract renewal dates; run quote comparisons for larger purchases
• Keep office, pantry and IT supplies stocked without overbuying
• Maintain the asset register: laptops, monitors, phones, furniture, issued and returned

Invoices and Payments:

• Receive, verify and log supplier invoices; match against PO or delivery receipt and route for approval
• Issue client and partner invoices and official receipts as instructed by Finance
• Keep BIR-compliant records behind every transaction: ORs, sales invoices, 2307s, supporting documents
• Manage petty cash: disbursement, liquidation, replenishment
• Track office spend against budget with Finance and flag variances as they appear

Facilities and Compliance:

• Primary contact with Century Diamond Tower building administration: dues, access cards, parking, work orders, maintenance
• Coordinate repairs, aircon servicing, pest control, cleaning and fit-out work
• Maintain the office document file and renewal calendar: lease, business permits, insurance, registrations
• Support Mayor's Permit, BIR and SEC renewals with Finance and our external accountants

Admin and People Support:

• Work with HR on onboarding and offboarding logistics: desk, equipment, access, clearance
• Support HR admin: attendance records, 201 files, SSS, PhilHealth and Pag-IBIG paperwork
• Coordinate travel, accommodation and visitor arrangements
• Organize team events, meetings and townhalls
• Handle mail, courier and document transmittals

What You Need:

• Bachelor's degree in Office Administration, Business Administration, or a related field. Equivalent experience considered
• 3 to 5 years in office management, administration or procurement
• Working knowledge of BIR invoicing and receipting requirements, and LGU permit renewals
• Experience managing suppliers and negotiating rates
• Comfortable working across Finance and HR, and keeping both in the loop
• Strong Excel or Google Sheets, and Google Workspace
• Discreet with confidential information
• Real attention to detail

Nice to Have:

• Startup or SME experience where you ran the office with little supervision
• Exposure to petty cash, AP support, or bookkeeping alongside a finance team
• Experience coordinating with a Makati CBD building administration
• Comfortable using AI tools such as Claude Cowork to speed up recurring work: drafting memos, tracking renewals, documentation

How We Work:

• You deliver on time, and you say so early when you can't
• You are organized and methodical
• You are comfortable working independently while things are still being figured out
• You ask when something is unclear instead of guessing