Manager, Office Management

Sephora, a division of LVMH – Moët Hennessy Louis Vuitton global luxury leader, is a global leader in beauty retailing. It successfully operates more than two thousand points of sale across Americas, Europe, Middle East and Asia. Its aim is to animate the most loved beauty community in the world.

At Sephora, we stand together, and we stand for something more. Every day we reimagine beauty, discover new brands, and influence positive change. 
 

The Operations Generalist will play a pivotal role in ensuring the smooth running of our Philippines office. This individual will be responsible for managing a wide range of operational functions including compliance and statutory matters, safety requirements implementation, financial operations including bank transactions and audits, HR-related activities including payroll processing and labor compliance adherence; additionally overseeing legal coordination with law firms, administration of office needs such as office supplies management, repairs and maintenance; while also enhancing staff welfare through various initiatives.

Key Responsibilities:

Compliance & Statutory Management:

• Oversee and manage business permit renewal and application of the necessary licenses.
• Handle all aspects related to statutory such as SSS, Philhealth and HDMF Pagibig including but not limited to annual updating of signatories,  certification of loans, application of employee benefits and claims.

Safety Requirements:

• Implement fire safety checks and earthquake preparedness measures.
• Organize annual drills in accordance with planned schedules.

Finance, Accounting & Tax:

• Manage payments processing and review of invoices efficiently.
• Handle audit compliance within regulations and controls, ensure submission of the needed documents. 
• Monitor and ensure timely filing and payment of all corporate taxes that arises during the course of business.
• Prepares and manages budget based on past data, financial reports, cost and expenses.

Payroll Administration:

• Process payroll accurately by validating attendances, overtime pay, deductions, adjustments and 13th month pay.  
• Oversee annualization processes with BIR 2316 completion on time.

HR/Labor Compliance:

• Filing and submission of DOLE annual reports.
• Update the PH Office Handbook ensuring policies are addressing potential issues with legal firm's input if necessary.
• Facilitate onboarding new hires effectively.
• Maintenance and updating of HRIS. 

Legal Affairs Coordination:

• Assist in the transition process during changes in law firm services to ensure continuity and compliance with Philippine laws.
• Manages preparation and review of required board resolution in coordination with assigned legal firm, incharge of collecting the necessary directors signature, and ensuring board resolution is notarized and apostilled. Monitoring of SEC compliance, timely submission of Annual GIS and Securities Deposit.

Administration & Office Oversight:

• Maintain office space to ensure a comfortable working environment for employees.
• Drive digitization projects aimed at filing organization and develop process flows for task activities aiming at efficiency improvement across departments.

Staff Welfare & Benefits Management:

• Identify training needs especially for Customer Service teams; submit proposals for approval within defined timeframes.
• Plan team building activities aligning them with company culture enhancement goals.

Required Qualifications:

• Bachelor’s degree in Business Administration or equivalent field is preferred
• At least 6 years work experience in an operations/generalist role within a multifaceted business environment
• Strong understanding of local regulatory compliance requirements
• Proficient in finance/accounting principles
• Excellent organizational skills coupled with sound judgment abilities
• Proactive attitude towards problem-solving
• Ability to multitask efficiently within tight deadlines
• Exceptional communication skills across diverse groups
• Familiarity with HR procedures including labor law compliance is essential
• Tech-savvy with proficiency in MS Office Suite (especially Excel), Payroll Software (like SAP), e-filing systems
   

While at Sephora, you’ll enjoy… 

• The people: You will be surrounded by some of the most talented, supportive, and kind leaders and teams – people you can be proud to work with.  

• The learning: We invest heavily in training for our leaders and store associates. Not just product knowledge, but building a personalized career plan with you so you continue to evolve and build your skills.  

• The culture: As a leading beauty retailer, backed by the LVMH luxury brand, our reach is broad and our impact is global. Yet there’s always room to explore. It’s in our DNA to innovate and, at Sephora, all 40,000 passionate team members are united by a common goal - to reimagine the future of beauty. You can unleash your creativity, because we’ve got disruptive spirit. You can learn and evolve, because we empower you to be your best. You can be yourself, because you are what sets us apart. This, is the future of beauty. Reimagine your future, at Sephora. 

You can unleash your creativity, because we’ve got disruptive spirit. You can learn and evolve, because we empower you to be your best. You can be yourself, because you are what sets us apart. This, is the future of beauty. Reimagine your future, at Sephora.