Facilities and Admin Assistant

TRANSCOSMOS ASIA PHILIPPINES, INC.; Metro Manila; On-site; PHP 391,000 - 614,000; Full time

Job summary

TRANSCOSMOS ASIA PHILIPPINES, INC. in Metro Manila seeks an Administrative Senior Associate to support the Facilities & Administrative Department. The role focuses on maintaining clean, safe premises, coordinating vendors, and managing permit renewals to ensure regulatory compliance.

The ideal candidate has a four-year degree, at least two years in admin, and strong MS Office skills with CAD familiarity. Teamwork, multitasking, and meticulous attention to detail are essential for success.

Qualifications

• Graduate of a four-year course in Management or Engineering (Electrical/Mechanical).
• Minimum 2 years admin experience.
• Proficient in Microsoft Word, Excel and PowerPoint; CAD operation is a must.

Responsibilities

• Prepare RFPs for vendors/suppliers and manage invoices from contractors and lessors.
• Process RFPs, documentations, and approvals with Team Leader, Senior Manager, and Finance.
• Renew business permits (LGU/PEZA) and ensure timely compliance and posting of permits.
• Coordinate with suppliers/service providers and ensure timely delivery of supplies and services.
• Conduct daily office premises checks and ensure cleanliness, repairs, and proper lighting.
• Prepare gate passes and work permits as needed, and perform other duties as assigned.

Skills

Microsoft Office

CAD

Multitasking

Teamwork

Attention to detail

Government permits

Education

Four-year degree in Management or Engineering (Electrical/Mechanical)

Tools

AutoCAD

Job description

JOB DESCRIPTION

DIVISION : Support (HR, Admin & Advisory)

DEPARTMENT : Facilities & Administrative Department

I. JOB TITLE

Administrative Senior Associate

II. IMMEDIATE SUPERIOR: Supervisor Facilities & Admin

III. QUALIFICATION:

Education: Graduate of four-year course

Management, Engineering (Electrical of Mechanical )

Experience: minimum of 2 years Admin Experience

Skills : Computer literate with knowledge in Microsoft Application

(Word, Excel & Power point)

CAD operation is a must

Ability to multitask and work well within a team environment

Clean and tidy appearance

Should have knowledge in securing government permits

Highly organized and very keen to details

IV. OBJECTIVE:

1. To ensure that office premises are properly maintained as to cleanliness, safety and security.

1. To ensure that there is adequate office supply and proper maintenance of office equipment.

1. To ensure that there is proper coordination with suppliers/ providers with regards payment of utilities and other requirements.

1. To ensure that Admin & HR policies and procedures are properly implemented.

V. DUTIES AND RESPONSIBILITIES

1. In-charge in preparing RFP for various vendors/suppliers.

• Receive invoices/ billing from vendors/ contractors and lessors.

• Check the billing.

• Prepare the RFP and documents needed

• Submit RFP with attached documents to the following :

1. Team Leader for review

1. Senior Manager & President for approval.

1. Finance Team for processing of payment.

1. Process renewal of Business Permits(LGU, PEZA, (as needed).

• Prepare all the needed documents for the renewal of permit.

• Submit documents and pay necessary fees to the local gov’t.

• Ensure compliance of TCAP.

• Ensure that permit will be secured and posted inside the office.

3.Coordinate with suppliers/service providers (water, pest control, aircon repair (as needed)

• Coordinate with suppliers / service providers when needed.

• Ensure that there is proper delivery of supplies and services.

• Ensure that there is services needed are properly handled.

• Prepare gate pass & work permit as needed.

4.Conduct daily routine check of offices premises and AC units.

• Check the office premises for the needed repairs.

• Ensure cleanliness of work stations and common areas

• Ensure that busted lights are replaced in a timely manner

• Provide report needed for the replacement and repairs.

5 .Perform other duties that may be assigned from time to time .