Facilities and Admin Services Manager

Private Advertiser; Makati; On-site; PHP 900,000 - 1,250,000; Full time

Job summary

Private Advertiser is seeking a Facilities and Administrative Services Manager to oversee daily support operations across the corporate office and branches.

The role includes coordinating with the Corporate Secretary and Board of Directors, leading the admin team, and ensuring efficient facility management, safety, and cost control. A college degree and 5 years of administrative experience are required.

Qualifications

• College degree or equivalent required.
• At least 5 years of experience in the administrative function.
• Excellent verbal and written communication.
• Proficiency in computer applications.
• Strong organizational and multitasking abilities with high attention to detail.
• Ability to maintain confidentiality and manage filing.

Responsibilities

• Oversee daily facilities and administrative support operations for efficiency.
• Coordinate with Board of Directors and Corporate Secretary on requirements.
• Lead administrative team and manage facilities officers and staff.
• Negotiate with service providers and monitor contracts and billing.
• Prepare minutes, agendas, and materials for meetings.
• Produce regular reports to Senior Management.

Skills

Excellent communication

Computer literacy

Organizational skills

Multi-tasking

Attention to detail

Flexibility

Education

College degree

Job description

Position Title: Facilities and Admin Services Manager

Duties and Responsibilities:

• The Facilities and Administrative Services Manager is responsible for overseeing daily support operations particularly in making sure that all administrative support activities are carried out in the most efficient and effective manner.

• The position is also responsible for overseeing all facility related activities (both in the Corporate Office and branches), including equipment and communication systems, ensuring safe, functional and conducive work environment. This role also includes coordination and assistance to the Corporate Secretary with regards to the requirements. of the Board of Directors and Stockholders.

Specific Duties and Responsibilities:

Board of Directors / Stockholders

• Coordinates with the Corporate Secretary for the requirements of the Board of Directors and Stockholders

• Secretary for the requirements of the Board of Directors and Stockholders: this includes preparations of the Agenda of Meetings and consolidations of the presentation materials

• attendance of the Directors in every Board Meetings for the preparation of the per diem

• seminar registration to be attended by the Directors

• matters related to the Stockholders (inquiries and other matters)

• matters related to the Minutes of the Meetings of the Board of Directors are required of Compliance / Internal Audit / SGV.

• Process reimbursements of the Vice Chairman and Corporate Secretary

• Updates files in the capital stock system and also in the Stock & Transfer book for changes, if any: handles the issuance / monitoring of Stock Certificate

2. Management

• Ensures proper coordination and communications with all Division Heads

• Attends meeting of the President / OIC

• Consolidates presentation materials for the meetings

• prepares Minutes of the Meetings

• Maintains a filing system and secures confidentiality of files and that records are updates and readily retrievable

3. Vendor Management

• Negotiate with service providers such as janitorial and maintenance companies to ensure that services are delivered according to service level agreements

• Monitor renewal of contracts, review and validate accuracy of billing related to utilities, communication systems, etc.

5. Team Leadership

• Lead and manage the administrative team, including Facilities Officers and Administrative Associate and support personnel

• Provide Mentorship, guidance and professional development opportunities for team members

6. Resource Allocation

• Manage and allocate resources, including budgetary responsibilities for facilities and administrative expenses.

• Ensure cost - effectiveness and efficiency in the use of administrative resources.

• Optimize workspace layouts to enhance productivity and accommodate the needs of different departments.

7. Cross - Functional Collaboration

• Collaborate with other departments, such as HR, Finance and IT to ensure seamless communication and coordination.

• Align administrative processes with the needs and objectives of different organizational functions.

8. Quality Assurance

• Implement and monitor quality assurance measures to maintain high standards in administrative tasks

• Conduct periodic audits to ensure compliance with policies and procedures

10. Reporting and Analysis

• Prepare regular reports on administrative activities, presenting insights and recommendations to Senior Management.

12. Performs other tasks assigned.

Minimum Qualifications

College Graduate

5 years of experience in the administrative function

Knowledge / Skills / Abilities:

Excellent communication skills (verbal and written)

Computer Literate

Strong organizational and multi-tasking skills and flexibility

Attention to detail and accuracy in work