Admin Supervisor - Facilities Management

LCC - Liberty Commercial Center Inc.; Albay; On-site; PHP 300,000 - 420,000; Full time

Job summary

Liberty Commercial Center Inc. in the Philippines is seeking an Admin Supervisor - Facilities Management to provide administrative support and coordination across Building Maintenance, Electro-Mechanical and HVAC-R services.

The role focuses on process optimization, data analysis, and effective communication among stakeholders to keep EMS and HVAC teams productive. The successful candidate will supervise technical admins, coordinate vendor relationships, manage budgets, generate reports, and

Qualifications

• Bachelor's degree in Electrical Technology/Engineering, Mechanical Technology/Engineering, Facilities Management, or a related field (or equivalent experience).
• 1–3+ years of proven experience in administrative roles, preferably within facilities management, Building Maintenance, Electro-Mechanical and HVAC-R services, or a related field.

Responsibilities

• Administrative Supervision: Lead and supervise technical admins under Building Maintenance, Electro-Mechanical and HVAC Services.
• Vendor and Supplier Coordination: Collaborate with procurement to manage vendor relationships, track orders, and ensure timely deliveries.
• Communication and Correspondence: Serve as a point of contact for internal and external inquiries, directing them to the appropriate team members.
• Data Management: Compile and analyze data related to facilities operations, budgeting, and resource allocation.
• Meeting and Event Coordination: Organize and schedule meetings, workshops, and events for the facilities management team.
• Documentation and Reporting: Maintain accurate records of administrative activities, including contracts, invoices, and correspondence.
• Process Improvement: Identify opportunities to streamline administrative processes, enhance efficiency, and reduce operational bottlenecks.
• Budget Support: Assist in tracking expenses, monitoring budgets, and reconciling invoices for facilities management services.

Skills

Leadership

Administrative

Data management

Budgeting

Communication

Education

Bachelor's degree in Facilities Management

Job description

JOB SUMMARY

The Admin Supervisor -Facilities Management, is a pivotal role responsible for providing administrative support and coordination within the Building Maintenance, Electro-Mechanical and HVAC-R services under the Facilities Management Department. This position involves managing administrative tasks, optimizing processes, and ensuring smooth communication between various stakeholders. The Associate Supervisor will contribute to the efficient operation of the EMS Services and HVAC Services team and help maintain a well-organized and productive work environment.

DUTIES & RESPONSIBILITIES

Administrative Supervision:

• Lead and supervise technical admins under Building Maintenance, Electro-Mechanical and HVAC Services.
• Must demonstrate leadership potential and ability to develop supervisory skills.
• Maintain records, databases, and documentation related to facilities management activities.
• Handle scheduling, appointment coordination, and calendar management for the facilities management team.

Vendor and Supplier Coordination:

• Collaborate with procurement to manage vendor relationships, track orders, and ensure timely deliveries.
• Assist in preparing purchase orders, invoices, and contracts related to facilities services.

Communication and Correspondence:

• Serve as a point of contact for internal and external inquiries, directing them to the appropriate team members.
• Prepare and distribute internal communications, announcements, and updates related to facilities management.

Data Management:

• Compile and analyze data related to facilities operations, budgeting, and resource allocation.
• Generate reports and presentations to communicate insights and performance metrics to management.

Meeting and Event Coordination:

• Organize and schedule meetings, workshops, and events for the facilities management team.
• Prepare agendas, presentations, and relevant materials for meetings.

Documentation and Reporting:

• Maintain accurate records of administrative activities, including contracts, invoices, and correspondence.
• Generate regular and ad hoc reports to track key performance indicators and departmental activities.

Process Improvement:

• Identify opportunities to streamline administrative processes, enhance efficiency, and reduce operational bottlenecks.
• Collaborate with team members to implement best practices and process improvements.

Budget Support:

• Assist in tracking expenses, monitoring budgets, and reconciling invoices for facilities management services.
• Contribute to the preparation of budget reports and financial forecasts.

KEY QUALIFICATIONS

• Bachelor's degree in Electrical Technology/Engineering, Mechanical Technology/Engineering, Facilities Management, or a related field (or equivalent experience).
• 1-3+ years of proven experience in administrative roles, preferably within facilities management, Building Maintenance, Electro-Mechanical and HVAC-R services, or a related field.