Administrative Coordinator

ESCA Engineering

ESCA is a wholly owned Filipino engineering consulting firm specializing in structural engineering, civil works design, and project and construction management services. the firm, based in Mandaluyong City, Philippines, was founded in 1982 by Dr. Ernesto S. De Castro, Ph.D.

In over Forty years of operation, we have cultivated and applied our expertise in commercial, industrial, institutional and residential projects of varying scale and complexity, both local and international.

ESCA draws its competence from the vast experience on details engineering design of commercial, industrial, institutional and residential projects of diverse magnitude.

The company takes pride in providing detailed engineering design and project management functions to a number of prominent business organizations in the country today. As a consultant, ESCA consistently and faithfully works to ensure that the projects' operational efficiency and the company bottom line are held paramount.

Join our dynamic team!

ESCA is a great place to build a career. If you are looking for an exciting place to work to cultivate and apply your expertise in Structural Design, Civil Engineering, Building Information Management (BIM), and Project and Construction Management services, then ESCA may be the place for you.

In 35 years of operation, our portfolio includes several of the country’s most recognizable landmarks, which were undertaken with our clientele consisting of various prominent businesses here and abroad.

Our engineers are proficient in cutting-edge design software, including applications developed in-house and third-party programs such as ETABS, STAAD, SAP2000, MATHCAD, Autodesk Building Design Suite, Autodesk Infrastructure Design Suite, Autodesk Civil 3D and full versions of Autodesk AutoCAD software.

JOB SUMMARY:

The primary purpose of Administrative Coordinator role is to provide comprehensive administrative, clerical, and executive support to ensure the efficient and sustainable operation of the organization. The role involves assisting staff and managers, acting as a liaison with outsourcing partners, consolidating departmental reports for the CEO, managing office facilities, and maintaining effective communication and coordination across departments. Additionally, the role includes handling timekeeping, payroll, financial processes, and employee records while ensuring a welcoming and professional office environment. This position requires adaptability and a commitment to organizational success by undertaking additional responsibilities as needed.

JOB DESCRIPTION:

Perform general administrative, clerical, and executive support tasks to ensure organizational sustainability
Provide assistance to the staff and Managers as needed
Provide daily reports directly to the CEO and consolidate reports from various departments as required by the CEO
Act as liaison with Outsourcing Partner of the Company
Coordinate with the HR Outsourcing Partner and provide assistance in handling timekeeping and payroll, manage personnel database and monitor employee attendance
Coordinate with Finance and Accounting Outsourcing Partner to process invoices, make payments, and track receipts
Manage the office space and ensure cleanliness and readiness
Ensure conference rooms and other meeting spaces are prepared prior to use
Greet visitors to the office and direct visitors to the correct location
Receive and forward communications to different staff and departments
Organize meetings and meeting schedules
Perform clerical duties, such as filing, answering phone calls, and responding to emails
Make travel arrangements for staff as needed
Oversee facility management and maintenance
Coordinate with outside vendors and contractors
Maintain records and databases of employee information and company operations
Create reports, prepare presentations, and write letters
Manage inventory of office supplies; purchase supplies and equipment when needed
Operate office machineries such as computers, photocopiers, and printers
Flexibly undertake additional responsibilities as assigned, demonstrating adaptability and a commitment to organizational success.

EDUCATION, TECHNICAL CAPABILITY AND CAREER:

Bachelor’s degree in Business Administration, Office Management, or related fields.
Additional certifications in administrative support, office management, or related disciplines are advantageous.
Minimum of 2–5 years of experience in administrative, clerical, or executive support roles, ideally within the engineering, construction, or consulting industries.
Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Familiarity with HRIS, payroll systems, and finance software for coordination with outsourcing partners.
Skilled in managing email systems, scheduling tools, and other communication platforms.
Competence in operating and troubleshooting office equipment, including computers, photocopiers, and printers.
Strong organizational and multitasking skills to manage reports, records, and office inventories.
Basic knowledge of facility management and vendor coordination.
Ability to create professional documents, reports, and presentations tailored to executive-level standards.
Excellent communication skills, both written and verbal, for liaising with internal staff, outsourcing partners, and external stakeholders.
Strong project management skills with an ability to handle multiple projects and deadlines efficiently.
Ability to work effectively with diverse teams and collaborate with stakeholders across departments.
Completion of documentation projects within defined timelines, with timely updates and collaboration.