ADMINISTRATION MANAGER

Sappo Hille Inc; Dasmariñas; On-site; PHP 900,000 - 1,100,000; Full time

Job summary

Sappo Hille Inc in the Philippines seeks an Administration Manager to lead administrative operations, facilities, security, housekeeping, transportation, and general services, ensuring assets are secured and resources are used cost-effectively.

Reporting to GM or President, you will uphold policies, budgets, and internal controls, drive efficiency, supervise service providers and staff, and foster professionalism across the organisation.

Qualifications

• Proven leadership and people-management skills with ability to supervise diverse teams and service providers.
• Experience in facilities maintenance and asset management, including security, housekeeping, and transportation.
• Strong organisational, planning, coordination, and problem-solving abilities.
• Ability to monitor budgets, control costs, maintain documentation, and support internal controls.
• Proficiency in standard office productivity tools and administrative record-keeping systems.
• Ability to handle confidential information and respond appropriately to operational, facility, security, and asset-related concerns.

Responsibilities

• Oversee daily operations of the Administration Department and ensure timely delivery of administrative support services.
• Develop, implement, and monitor administrative policies, procedures, work schedules, priorities, and performance standards, subject to Management approval.
• Coordinate administrative requirements with other departments and recommend improvements to systems, processes, and procedures.
• Oversee maintenance, cleanliness, safety, and general upkeep of company buildings, offices, grounds, and common areas.
• Establish preventive maintenance schedules, coordinate repairs and renovations, conduct facility inspections, and monitor utilities and maintenance expenses.
• Supervise security personnel and monitor access control, security logs, CCTV procedures, physical security arrangements, and property movement documentation.
• Investigate and document security incidents within delegated authority, preserve relevant records and evidence, and report serious incidents to Management.
• Supervise janitorial, housekeeping, general services, and outsourced service providers while maintaining appropriate cleanliness and sanitation standards.
• Monitor cleaning materials, administrative supplies, waste collection, manpower utilisation, and general services performance.
• Maintain an updated inventory of furniture, office equipment, tools, and other assets assigned to Administration.
• Implement asset tagging and accountability procedures, conduct physical inventories, investigate discrepancies, and coordinate the return of company property.
• Monitor administrative supply requirements, inventory levels, purchase requisitions, deliveries, stock levels, consumption, and cost-saving opportunities.
• Supervise drivers and transportation personnel and coordinate official company transportation requirements.
• Monitor vehicle utilisation, fuel consumption, maintenance, registration, insurance, trip logs, and maintenance records.
• Supervise and evaluate Administration Department employees, assign duties, monitor attendance and productivity, identify development needs, and promote teamwork, professionalism, discipline, and ethical conduct.
• Maintain accurate administrative records and establish appropriate filing, safekeeping, retention, retrieval, and access control procedures.
• Safeguard confidential company information and prevent unauthorised alteration, concealment, destruction, or removal of company records.
• Prepare proposed administrative operating budgets, monitor expenses against approved budgets, review expense requests, and identify opportunities to reduce unnecessary costs.
• Ensure proper documentation of administrative expenditures and report unusual expenses to Management.

Skills

Leadership

People management

Facilities management

Security procedures

Budget control

Documentation

Communication

Tools

MS Office

Job description

About the role

The Administration Manager leads the company’s administrative operations, facilities, security, housekeeping, transportation, general services, and assigned company asset management activities. Reporting to the General Manager or President, this role ensures that facilities and administrative resources are maintained, secured, and efficiently utilised in line with company policies, approved budgets, and internal controls. The position provides strong leadership, accountability, cost-consciousness, and professionalism while supporting the smooth and effective operation of the organisation.

Key responsibilities

• Oversee the daily operations of the Administration Department and ensure the timely delivery of administrative support services.

• Develop, implement, and monitor administrative policies, procedures, work schedules, priorities, and performance standards, subject to Management approval.

• Coordinate administrative requirements with other departments and recommend improvements to systems, processes, and procedures.

• Oversee the maintenance, cleanliness, safety, and general upkeep of company buildings, offices, grounds, and common areas.

• Establish preventive maintenance schedules, coordinate repairs and renovations, conduct facility inspections, and monitor utilities and maintenance expenses.

• Supervise security personnel and monitor access control, security logs, CCTV procedures, physical security arrangements, and property movement documentation.

• Investigate and document security incidents within delegated authority, preserve relevant records and evidence, and report serious incidents to Management.

• Supervise janitorial, housekeeping, general services, and outsourced service providers while maintaining appropriate cleanliness and sanitation standards.

• Monitor cleaning materials, administrative supplies, waste collection, manpower utilisation, and general services performance.

• Maintain an updated inventory of furniture, office equipment, tools, and other assets assigned to Administration.

• Implement asset tagging and accountability procedures, conduct physical inventories, investigate discrepancies, and coordinate the return of company property.

• Monitor administrative supply requirements, inventory levels, purchase requisitions, deliveries, stock levels, consumption, and cost-saving opportunities.

• Supervise drivers and transportation personnel and coordinate official company transportation requirements.

• Monitor vehicle utilisation, fuel consumption, maintenance, registration, insurance, trip logs, and maintenance records.

• Supervise and evaluate Administration Department employees, assign duties, monitor attendance and productivity, identify development needs, and promote teamwork, professionalism, discipline, and ethical conduct.

• Maintain accurate administrative records and establish appropriate filing, safekeeping, retention, retrieval, and access control procedures.

• Safeguard confidential company information and prevent unauthorised alteration, concealment, destruction, or removal of company records.

• Prepare proposed administrative operating budgets, monitor expenses against approved budgets, review expense requests, and identify opportunities to reduce unnecessary costs.

• Ensure proper documentation of administrative expenditures and report unusual expenses to Management.

What we're looking for

• Proven experience managing administration, facilities, security, housekeeping, transportation, general services, or related operations.

• Strong leadership and people-management skills, with the ability to supervise diverse support teams and service providers.

• Experience with facilities maintenance, security procedures, asset management, supplies management, transportation administration, and records management.

• Strong organisational, planning, coordination, and problem-solving skills.

• Ability to monitor budgets, control costs, maintain accurate documentation, and support internal controls.

• High level of integrity, accountability, professionalism, and attention to detail.

• Effective communication and coordination skills when working with Management, employees, contractors, service providers, and relevant authorities.

• Proficiency in standard office productivity tools and administrative record-keeping systems.

• Ability to handle confidential information and respond appropriately to operational, facility, security, and asset-related concerns.