Admin and Facilities Coordinator

IMS Outsourcing Solutions Inc.; Quezon City; On-site; PHP 279,000 - 446,000; Full time

Job summary

IMS Outsourcing Solutions Inc. is seeking a capable administrative professional to support office operations across facilities, logistics, and vendor management. The role emphasizes accuracy, organization, and proactive service.

Based in Bridgetowne, Quezon City, the position is 100% onsite, daytime hours with potential event support and travel between venues as needed.

Qualifications

• Bachelor’s degree or diploma in related field or practical experience considered.
• 1–2 years in admin, facilities coordination, vendor management, events, or logistics.
• Sourcing vendors, collecting quotations, coordinating deliveries, and maintaining trackers.
• Experience in BPO or multi-site organization is advantageous.

Responsibilities

• Work 100% onsite in Bridgetowne, Quezon City, day shift with flexibility to adjust hours or provide event support.
• Travel between office, vendor, venue, government, and service locations using company transport.
• Prepare quotations, simple cost summaries, inventory lists, and vendor files as needed.

Skills

Organizational skills

Proactive mindset

Problem solving

Vendor management

Bilingual communication

Time management

Education

Bachelor’s degree in related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Teams

Tracking tools

Job description

Qualifications

• Bachelor’s degree or diploma in Business Administration, Office Administration, Facilities Management, Hospitality, Logistics, or a related field; relevant practical experience may be considered.

• At least 1–2 years of experience in office administration, facilities coordination, vendor management, events, logistics, front‑desk operations, or a related support role.

• Hands‑on experience sourcing vendors, collecting and comparing quotations, coordinating deliveries or services, and maintaining trackers and supporting documents.

• Experience in a BPO, RPO, shared‑services, professional‑services, or multi‑site organization is advantageous.

Core Competencies

• Highly organized, dependable, and disciplined, with strong attention to detail and follow‑through.

• Proactive self‑starter who anticipates needs, takes appropriate initiative, and works effectively with minimal supervision.

• Resourceful and street‑smart problem solver who can navigate changing circumstances and propose practical alternatives.

• Strong coordination, negotiation, and relationship‑management skills with vendors and internal stakeholders.

• Clear, professional written and verbal communication skills in English and Filipino.

• Able to prioritize multiple urgent and routine requirements without losing accuracy or ownership.

• Professional, service‑oriented, discreet, and trustworthy when handling visitors, documents, money, and confidential information.

Technical and Operational Requirements

• Proficient in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared trackers or document repositories.

• Comfortable preparing quotation comparisons, simple cost summaries, inventory lists, status reports, checklists, and vendor files.

• Willing and able to perform frequent fieldwork and travel between office, vendor, venue, government, and service locations using company‑approved transportation.

• A valid driver’s licesce and access to reliable personal transportation, including a motorcycle, are advantageous but are not conditions of employment.

• Willing to work 100% onsite in Bridgetowne, Quezon City, primarily on a day shift, with flexibility to adjust working hours or provide event and operational support when reasonably required.