Philippines Job Openings

Penbrothers

Operations Specialist, Project Management Office (Hybrid)

Mandaluyong City

FULL TIME

October 18, 2024

About Penbrothers
Penbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Role
The Operations Specialist is responsible for the administration and execution of key operational processes within the PMO Department of Penbrothers. This role involves executing daily administrative tasks while ensuring compliance with internal procedures. The candidate will also attend and participate in project calls and discussions. Additionally, the successful candidate will conduct process monitoring, performance and KPI reporting, and other administrative duties as needed to ensure smooth and efficient operations within the department.

What you’ll do:

Corporate Calendar Management: Manage and update the Corporate Calendar, scheduling interdepartmental and corporate events, ensuring accuracy and timeliness.
Organizational Communications Management: Develop and manage corporate communications for the organization.
Corporate Tools Monitoring, Facilitation, and Reporting: Oversee tool acquisition, usage, and contract management, generate usage reports, and ensure compliance with processes. Coordinate with System Admin to effectively manage specific requirements.
Knowledge Base Administration, analysis and reporting: Review, categorize, and publish knowledge articles, ensuring quality control and proper tagging for the company’s Help Desk. Insights gathering and quarterly reporting are required.
Centralized Organizational FAQ Management:
- Project Management Office Support: Provide administrative support for PMO activities.
- Documentation & Google Drive Maintenance: Ensure proper upkeep and accessibility of the Transformation Portal and shared drive resources.
- Team building management and planning: Plan and execute internal events for the Transformation Team, including budget tracking and reporting.
- Other ad hoc tasks that add value to the department.

What You Bring

The candidate should attain a Bachelor's/College Degree in any Business Administration or related field.
Digitally proficient and has experience in using apps and systems like G-Suite (Docs, Sheets, Slides, and Drive).
Has experience in using Smartsheets or other project management tools.
At least 12 months of administrative work experience.
The candidate should also possess the following qualities:
- Proactive Problem Solver - Anticipates potential issues and takes the initiative to address them before they arise, ensuring smooth operations.
- Creative Thinker - Innovates and suggests new ways to improve operational processes, finding efficient solutions to challenges.
- Diligent Worker - Pays close attention to detail, ensuring accuracy in administrative tasks and compliance with all internal PB policies and processes.
- Highly Organized - Manages multiple tasks efficiently, maintaining clear documentation and structured workflows.
- Strong Communicator - Effectively communicates with cross-functional teams and stakeholders, providing clear updates on operational activities. Escalates issues to the appropriate channels when any issues arise.
- Self-motivated and a self starter: Works independently, consistently driving operational activities forward without needing constant supervision.
- Adaptable: Quickly adjusts to new processes or requirements while maintaining high performance and quality standards.

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