Office Manager

Job description
The Office Manager will keep our client’s operations running smoothly. This is a hands-on role for an outstanding administrator who can also manage basic accounts and lend a hand with marketing. We’re looking for someone who takes ownership, solves problems and stays one step ahead.

About the Role
We are looking for a sharp, capable Office Manager to become the owner’s right hand. You will keep the day-to-day running smoothly and, over time, take on increasingly more so the business runs on systems rather than on one person doing everything.

Here is the truth about this role: what matters most is not what you already know — it is how you think. We can teach you shipping, export documentation and the basics of accounts. We cannot teach you to be organised, to use your own judgement, and to pick up the phone and sort something out. If you are someone who sees a problem, thinks it through, and acts – rather than waiting to be told – this role is for you.

What You’ll Do
Your core work is office management and administration. Beyond that, you’ll grow into the logistics and marketing side over time. A rough picture:

Office management & administration
• Keep the day-to-day office running smoothly and efficiently.
• Manage scheduling, correspondence, inbox and general coordination.
• Keep accurate records, files and documentation.
• Handle research tasks as they come up — for example, tracking down a supplier, a service, or the right answer to a tricky question, then reporting back with options.
• Sort out everyday admin and tech housekeeping — software, subscriptions, accounts and the like.

Logistics & shipping (we will teach you)
• Help coordinate international shipments, freight and export paperwork.
• Learn how documents like bills of lading work — where one wrong letter or number can hold up a whole shipment — and learn to check them carefully.
• Liaise with freight forwarders and warehouses to keep shipments moving and step in when something needs sorting.

Marketing & general support
• Help with social media posts and basic content.
• Set up and send the regular email newsletter and other email marketing.
• Pitch in on the range of marketing and ad-hoc tasks that come with a small business.

What We’re Really Looking For
This is the most important part. We are hiring the person before the CV.
• Thinks independently. You think for yourself and make decisions. You don’t bounce every small question back to the owner. You work things through and come with answers, not just questions.
• Good judgement. You know which calls yours are to make and which need to be escalated. Everyone makes mistakes — that’s fine and expected. The skill is knowing the difference between a small, fixable mistake and one that causes real damage, and escalating the big ones early.
• Organised and able to prioritise. You stay on top of competing priorities, understand what is urgent versus important, and stay one step ahead of what needs doing.
• Confident and honest. If something can’t be done, or if you think there’s a better way, you say so. We don’t want a “yes” person — we want someone honest who will push back when it matters.
• Not afraid of the phone. You’re comfortable making a quick phone call to resolve something rather than sending ten emails back and forth. A 30-second call often beats a day of messaging.
• Strong communicator. Clear, confident, easily understood written and spoken English.
• Comfortable with computers. You can handle everyday tech — sorting out software, subscriptions, and basic troubleshooting — without falling apart when something breaks.
• Curious about AI. You’re open to using AI tools (like Claude) to work faster and smarter. We use them in the business and want someone keen to learn.
• A team player. You want to be part of a team in a proper office, not isolated at home five days a week.

Experience & Background
• 5+ years. 5+ years in an office management, executive assistant or senior administration role — enough time to have built real judgement and confidence in making decisions.
• Owner / client support. Experience supporting a business owner or working closely with clients remotely, with the confidence to communicate and take calls.
• Tech-capable. Good Microsoft 365 and general computer skills.

Nice to Have
• Basic accounts or bookkeeping experience (Xero or similar).
• Social media or email marketing experience (e.g. Mailchimp, Canva).
• Experience using AI tools in a work setting.
• Any exposure to logistics, freight or international trade — a genuine bonus, but truly not expected.

Working Arrangements
• This is an office-based role in Metro Manila (NCR) with a proper office set-up and reliable IT.
• Full-time, 40 hours per week.
• For the right, trusted person, one work-from-home day per week may be considered down the track but a fully remote arrangement is not on offer.

Due to the volume of applications, we regret only shortlisted candidates will be notified. Candidates will only be contacted by authorised Flat Planet recruiters via the firm’s business contact number or business email address.