Office Administrator / Travel and Admin Logistics Coordinator

Purpose and Scope

The Office Administrator / Travel and Admin Logistics Coordinator supports the day-to-day office and travel operations of the BioSHIELD project team in the Philippines. The position coordinates travel and lodging, provides administrative and clerical support, and helps ensure smooth office operations for staff and visiting personnel.

Essential Responsibilities

• Coordinate travel needs for project staff and visitors; schedule flights, hotels, ground transportation, and prepare itineraries in support of the Itinerary, Agenda & Meeting Minutes deliverable (CDRL A004).
• Assist with visa processing and other travel-related documentation and approvals.
• Ensure travel arrangements are met within project travel budget constraints and communicate pertinent information to travelers, resolving scheduling issues.
• Provide general office administration: greet and escort visitors, manage correspondence, and maintain office common areas and supplies.
• Arrange calendars, schedule meetings, coordinate logistics for meetings, workshops, training events, and other project activities, and prepare agendas and meeting minutes as inputs to CDRL A004.
• Maintain office equipment and coordinate with vendors and service providers as needed.
• Support the Project Manager and team with administrative and clerical tasks as assigned.

Minimum Knowledge, Skills and Abilities Required

• Four (4) to six (6) years' experience in travel coordination, office administration, or a similar capacity; local Philippines experience preferred.
• Diploma or degree in a relevant field (e.g., Travel and Tourism, Business Administration) preferred.
• Sound knowledge of Microsoft Office applications.
• Experience in a customer-oriented professional environment with excellent attention to detail.
• Professional communication skills and the ability to organize and prioritize multiple assignments with little supervision and under pressure.
• Applicants must have authorization to work in host country.

Work Environment, Physical and Mental Demands

Typically works in a normal office environment in the Philippines with controlled temperature and lighting. Minimal travel required.

OTHER RESPONSIBILITIES

Safety

Amentum enforces a safety culture whereby all employees have the responsibility for continuously developing and maintaining a safe work environment. As appropriate, each employee is responsible for completing all training requirements and fulfilling all self-aid/buddy aid responsibilities, participating in emergency response tasks, and serving on safety committees and teams.

Quality

Quality is the foundation of our business and the keystone of our goal of customer satisfaction. It is our policy to consistently provide services that meet customer expectations. Each employee is required to conform to the Amentum Quality Policy and carry out job activities in compliance with applicable Amentum Quality System documents and customer contracts.

Procedure Compliance

Each employee must read, understand, and implement the general and specific operational, safety, quality, and environmental requirements of all plans, procedures, and policies pertaining to their job.