Associate Manager-Admin and Facilities

3-5 Years

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Early Applicant

Job Description

Responsibilities

Facilities Management & Operations

Ensure strict compliance with all department circulars, instructions, and policy communications by concerned staff.
Oversee building security and housekeeping to maintain a clean, safe, and orderly environment.
Ensure housekeeping and security personnel are available per scheduled shifts and are properly uniformed.
Maintain discipline within the premises and promote the welfare and morale of housekeeping, security, and nursing staff.
Monitor and maintain inventories of office supplies, equipment, and medicine (through nursing staff), including conducting regular physical counts.
Ensure timely availability of office supplies such as stationery and pantry essentials (tea/coffee machines, etc.).

Administrative Support

Act as the primary point of contact between executives, clients, guests, and internal teams.
Facilitate smooth interactions with guests and clients.
Manage courier services, letters, and document delivery while maintaining proper records.
Oversee travel arrangements for employees or executives.
Develop, maintain, and improve documentation and filing systems.

Billing, Vendor & Stakeholder Management

Ensure timely processing of payables and billing.
Coordinate and follow up with vendors for timely payments, recoveries, and service delivery.
Manage vendor relationships, including purchase coordination and contract management.
Handle issues or concerns from clients, vendors, and agencies, and prepare written correspondence as instructed by the Supervisor.

Compliance & Reporting

Support statutory filings such as government requirements, business permits, and other compliance documentation.
Update management on facility issues, vendor concerns, or operational challenges.

Requirements

Strong communication and interpersonal skills.
Proven client-handling experience.
Background in BPO operations preferred.
Knowledge of billing processes.
Experience in government or statutory filings (e.g., business permits, compliance documents, etc.).
Background in PEZA processing and handling other regulatory permits.
Ability to manage facility operations and coordinate with multiple stakeholders.
Minimum 3 years of experience as an Associate Manager or equivalent role.
Bachelor's degree preferred.