Admin and Facilities Associate

Admin and Facilities Associate is responsible for the day-to-day operations of the Admin and Facilities department. Tasks involve administrative, vendor management, stakeholder management, and facilities management with added function of guiding the Admin and Facilities Assistant.

Responsibilities

Administrative Tasks

• Acts as POC for all OSH related concerns (such as but not limited to joining OSH meeting, conducting safety walks, and etc.)
• Make sure that all Capex and non-capex items that would require PEZA permits are filed on time
• Safekeeping of all important documents. Like (surety bonds. BOC COR, PEZA permits, OMB, etc.)
• Make recommendations to implement improved processes
• Mentor Admin Assistant, providing support and guidance
• Delegate task effectively and ensure deadlines are met

• Prepare agendas, minutes and coordinate meetings and events

• Create presentation, and budget reports

• Develop, implement, and improve office policies & procedure
• Review, consolidate and submit recommendations on all admin reports

Vendor Management

• Oversees vendor selection, evaluation, and ensure the highest level of service delivery.
• Assist in negotiating a contract with suppliers to obtain best price and service, competitive bidding for vendor services.
• Maintain contractual and business relationships with vendors to communicate policies, expectations, payment information, and areas of improvement.
• Coordinates with suppliers/vendors for the purchasing and canvassing of requirements needed by the different dept.
• Monitoring of recurring and non-recurring invoices, reconciliation of the unpaid invoices.
• Preparation of comparison report /canvass sheet.
• Create monthly vendor and consumables reports to present trending, historical costs, and changes in consumption rates with regard to expense details, budgeting, and pricing.
• Monitors and evaluates third party (such as vendor, pantry concessionaire) performance.

Stakeholder Management

• Assists inquiries / complaints of employee from time to time.
• Assisted employees in coordinating incident reports to provide feedback to management concerning possible problems or areas of improvement.
• Assist managers for any events, visitors, and occasions preparations.
• Serves as a liaison between accounting department and Operations staff.
• Determine core competencies and design ways and means to optimized output of Security Officer, Maintenance, Utility and Housekeeping Personnel.
• Facilitate corporate account application and partnerships.

Facilities Management

• Conducts monthly physical Inventory of office equipment, supplies and furniture’s.
• Conducts roving and monitoring of facilities and prepares incident and post mortem for progress.
• Facilitate a weekly roving to all offices and prepares incident report for progress.
• Checking of registers for all inward and outward items, materials, and equipment.
• Facilitation, repair and maintenance of office property within premises.