Admin Specialist

Department: Administrative Services and Supply Chain Management

Work Arrangement: Hybrid

Job Description

The Administration Specialist is responsible for providing general administration support in relation to Facilities and Office Support Services.

I - Facilities and Services

1. Monitors activities of Service Providers (Manpower / Janitorial Services) and ensures compliance to agreements. Prepares contract renewal as needed.
2. Facilitates the implementation of improvements, repairs of office buildings and equipment. Ensures that Admin. projects are implemented safely, on time and within budget.
3. Ensures implementation of regular maintenance of various office equipment (ex: Aircon, FDAS, Printer/ Copier, Emergency Lights, etc.) as scheduled and are ready to use at all times.
4. Takes actions on AP Watch Reports for Beckel facilities.
5. Checks Contractor’s Safety and Health Compliance.
6. Prepares and checks Occupational and Health Compliance of Project Owners.
7. Ensures general upkeep of Luzon Plants (Ampohaw, Bineng 3, La Trinidad Hydro, Banengbeng Main Substation, Sal-angan, Irisan 1, Irisan 3, Asin Main Substation, Labay, Lon-oy, FLS, Labay Main Substation, Sabangan, Bakun AC).
8. Prepares various reports related to OSH, Facilities, PDCI Variance, Monthly Departmental Updates.

II - Office Support Services

1. Hotel Accreditation (Luzon)
   a. Ocular inspection of Luzon Hotels for accreditation.
   b. Collects and processes requirements for Hotel enrolment.
2. Mobile Plan / Load Management (Run of River, Sacasun Power, PV Sinag)
   a. Facilitates new plans/load for new assignees.
   b. Facilitates and coordinates with Smart and assignees on phone plan renewal or expiring contracts.
   c. Coordinates, processes and handles all Smart concerns.
3. Ensures payment of all transactions related to scope (Smart Telecom, food establishments, freight, utilities, Janitorial services and other reimbursements using the system or manual as needed).
4. Maintains a systematic filing of all records, documents and reports pertaining to the assigned job.
5. Prepares LOA for pickup of food refreshments per request.
6. Seat and Meeting Room Reservation
   Handles meeting room reservation queries.
7. Coordinates plant visits and visitor’s orientation. Ensures that logistical requirements are provided if needed.
8. Receives and forwards external communications to concerned departments.

Minimum Qualifications:

• Must be a Bachelor’s degree holder, preferably in Civil Engineering or Industrial Engineering.
• Preferably with Facilities Management Certification.
• With at least one (1) year of related work experience.
• One (1) vacant position available in La Trinidad, Benguet.