Summary of Duties:
Responsible for overseeing overall office administration, purchasing, facilities management, asset management, compliance, and safety & security operations across all offices. Ensures operational efficiency, policy compliance, cost management, and effective vendor and people management to support business operations.
Key Responsibilities:
1. Office Administration & Operations
- Lead overall office administration and operational support across all company offices.
- Manage cross-functional administrative projects and office initiatives.
- Oversee vendor and contractor relationships, including suppliers, lessors, and service providers.
- Prepare and monitor quarterly budget planning and administrative expenses.
2. Purchasing & Procurement
- Handle major purchasing requirements and office-related projects, including:
- New office activations
- Renovation and fit-out projects
- Review and approve purchase orders for recurring operational requirements such as:
- Office supplies
- Pantry supplies
- Administrative services
- Ensure procurement policies, controls, and documentation are properly implemented and maintained.
3. Asset Management
- Oversee company asset management processes and records.
- Ensure databases and documentation are accurate, updated, and secured.
- Monitor inventory and accountability of:
- Office furniture and equipment
- IT assets and devices
- Ensure compliance with asset issuance, transfer, and disposal procedures.
4. Facilities Management
- Ensure all office facilities, utilities, and equipment remain operational and well-maintained.
- Supervise and coordinate:
- Housekeeping personnel
- Pest control schedules
- Repairs and maintenance activities
- Utility payments and monitoring
5. Safety & Security Management
- Manage relationship with security agencies and third-party providers.
- Handle contract review, renewal, and service performance monitoring.
- Coordinate security personnel deployment and office security concerns.
6. Compliance & Government Requirements
- Lead compliance coordination with government agencies and local offices.
- Ensure timely completion of regulatory requirements, including:
- Bureau of Fire inspections
- DOLE Occupational Safety and Health requirements
- Environmental permits and clearances
- Business permit applications and renewals
7. People Management
- Manage and oversee performance, productivity, and development of:
- Admin & Purchasing Associates
- Local IT support team
- Provide coaching, performance monitoring, and operational guidance to team members.
