Admin Officer

Beatitude Auto Industrial Corp; Quezon City; On-site; PHP 420,000 - 600,000; Full time

Job summary

Beatitude Auto Industrial Corp seeks a dedicated Facilities & Admin Coordinator to oversee dealership facilities, coordinate with vendors, and support OSH compliance across offices and service areas.

The role covers asset monitoring, HR support, safety inspections, and environmental compliance, ensuring orderly operations and adherence to safety standards. Strong coordination and documentation skills are essential.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, HR, Management, or related field.
• 2–3 years of experience in administrative, facilities, HR support, or compliance-related functions.
• Knowledge of facility management, office administration, records management & vendor/contractor coordination.
• Knowledge of OSH standards, workplace hazard identification, safety inspections, and emergency preparedness.

Responsibilities

• Monitor the overall condition of dealership facilities (showroom, service bays, offices, storage, parking, common areas).
• Coordinate repairs, maintenance, and servicing of building facilities (electrical, plumbing, AC, lighting, drainage).
• Coordinate with suppliers/contractors for repairs, cleaning, waste management, and related services.
• Maintain inventory and condition reports for office equipment and facility assets.
• Assist in implementing OSH programs, including workplace inspections and safety documentation.
• Support administrative, HR, and environmental compliance tasks across branches.

Skills

Facility Mgmt

Vendor Coordination

Asset Monitoring

OSH Compliance

Admin Support

HR Support

Safety Inspections

Environmental Compliance

Education

Bachelor's in Business Admin

Tools

Microsoft Office

Job description

MAJOR RESPONSIBILITIES:

Facilities Management

• Monitor the overall condition of dealership facilities, including showroom, service bays, office areas, storage, parking, and common areas.

• Coordinate repairs, maintenance, and servicing of building facilities, including electrical, plumbing, air-conditioning, lighting, drainage, and other facility systems.

• Conduct regular facility inspections and prepare reports on issues requiring corrective action.

• Ensure cleanliness, orderliness, and proper organization of dealership areas in coordination with utility staff, contractors, and concerned departments.

• Track facility-related concerns and monitor the timely completion of corrective and preventive maintenance activities.

Vendor & Contractor Coordination

• Coordinate with suppliers and contractors for repairs, preventive maintenance, pest control, cleaning services, waste management, and other facility-related requirements.

• Process service requests, quotations, job orders, and billing documents for facility-related work.

• Monitor contractor performance, work quality, safety practices, and completion of assigned tasks.

• Ensure contractors comply with applicable dealership safety, security, and environmental requirements while performing work on-site.

Asset & Equipment Monitoring

• Maintain inventory and condition reports for office equipment, tools, machinery, and facility assets.

• Coordinate preventive maintenance schedules for office equipment and facility systems such as printers, CCTV, air-conditioning units, generators, fire protection equipment, and other critical equipment.

• Assist in asset tagging, monitoring, and reporting for audit and compliance purposes.

• Monitor the proper and safe use of facility equipment and report defective or unsafe equipment for appropriate action.

Safety, Occupational Health & Compliance Support

• Assist in implementing and monitoring the dealership's Occupational Safety and Health (OSH) programs and policies.

• Support Safety Officer 1/2 functions, as applicable, including workplace inspections, hazard identification, safety monitoring, and documentation.

• Conduct or assist in regular workplace safety inspections covering the showroom, service areas, offices, storage areas, and other dealership facilities.

• Identify and report unsafe conditions, hazards, and practices and coordinate with concerned personnel for corrective action.

• Monitor the availability, accessibility, and condition of fire extinguishers, emergency exits, first-aid kits, PPE, safety signs, and other safety equipment.

• Assist in organizing and documenting fire drills, earthquake drills, emergency preparedness activities, toolbox meetings, safety orientations, and other safety programs.

• Assist in the documentation and reporting of workplace incidents, accidents, near misses, and safety-related concerns.

• Maintain safety inspection reports, incident records, corrective action reports, and other required OSH documentation.

• Assist in ensuring compliance with applicable DOLE occupational safety and health requirements, company policies, and internal safety standards.

• Coordinate with security personnel regarding visitor management, emergency situations, incident reporting, and branch safety concerns.

• Assist during internal and external safety inspections, audits, and compliance assessments.

Environmental & PCO Support

• Assist the Pollution Control Officer (PCO) in implementing and monitoring applicable environmental compliance activities.

• Monitor proper waste segregation, storage, handling, and disposal within the dealership.

• Assist in maintaining records related to waste generation, collection, hauling, and disposal.

• Coordinate with accredited waste haulers, contractors, and environmental service providers as required.

• Assist in maintaining environmental permits, manifests, monitoring records, reports, and other PCO-related documentation.

• Monitor dealership areas for potential environmental concerns such as improper waste disposal, oil/chemical spills, leaks, drainage issues, and other environmental risks.

• Immediately report environmental incidents and assist in implementing corrective and preventive actions.

• Support the PCO in preparing documents and information required for DENR/EMB compliance, inspections, and reporting, as applicable.

Administrative & Office Support

• Manage office supplies, forms, and materials, ensuring availability, proper storage, and efficient utilization.

• Handle general administrative tasks such as filing, documentation, correspondence, encoding, and record maintenance.

• Assist in branch-level meetings, trainings, inspections, audits, and company activities.

• Prepare administrative, facilities, safety, and compliance reports required by management or Head Office.

• Maintain organized and updated physical and electronic records of facility, safety, environmental, and administrative documents.

HR Support

• Assist in monitoring attendance, schedule changes, and submission of required HR forms.

• Support HRAD with documentation such as memos, incident reports, safety-related employee documentation, compliance checklists, and monthly HR submissions.

• Assist in coordinating employee orientations, meetings, trainings, safety programs, drills, and internal events.

• Facilitate communication between employees and HRAD-HQ regarding HR concerns, inquiries, and administrative requirements.

• Assist in promoting employee awareness and compliance with company policies, workplace safety rules, and established procedures.

• Maintain confidentiality and proper handling of employee information and HR documents.

General Responsibilities

• Ensure compliance with company policies, dealership procedures, safety standards, and applicable regulatory requirements.

• Immediately report facility, safety, security, environmental, and employee-related concerns to the appropriate department or Immediate Head.

• Maintain professionalism, confidentiality, accuracy, and proper documentation in all assigned responsibilities.

• Perform other related tasks and duties that may be assigned by the Immediate Head.

*Performs other tasks/duties assigned by the Immediate Head.

Qualification:

• Bachelor's degree in Business Administration, Office Administration, Human Resources, Management, or any related field.

• With 2–3 years of experience in administrative, facilities, HR support, or compliance-related functions, preferably in the automotive or dealership industry.

• Knowledge of facility management, office administration, records management, and vendor/contractor coordination.

• Knowledge of Occupational Safety and Health (OSH) standards, workplace hazard identification, safety inspections, and emergency preparedness.

• Preferably with Basic Occupational Safety and Health (BOSH) or Construction Occupational Safety and Health (COSH) training.

• Preferably with Safety Officer 1 (SO1) and/or Safety Officer 2 (SO2) training/certification.

• Preferably with knowledge or training in Pollution Control Officer (PCO) functions and basic DENR/EMB environmental compliance requirements.

• Familiarity with proper waste segregation, handling, storage, and disposal, particularly in an automotive/dealership environment.

• Proficient in Microsoft Office applications, particularly Word and Excel, for documentation and reporting.

• Strong organizational, coordination, documentation, and communication skills.

• Detail-oriented and capable of maintaining accurate facility, safety, environmental, and HR records.

• Ability to conduct basic workplace inspections and identify potential safety, facility, and environmental hazards.

• Able to coordinate effectively with employees, contractors, suppliers, government agencies, and Head Office.

• Willing to undergo additional safety, environmental, and regulatory training as required.

• Willing to perform field/branch inspections and other duties related to facilities, safety, environmental compliance, and administration.