Facilities and Administrative Associate

MicroSourcing; Manila; On-site; PHP 279,000 - 468,720; Full time

Job summary

MicroSourcing is seeking a Facilities and Administrative Associate based in Taguig to oversee office operations and support client services. The role emphasizes accurate monitoring of supplies, timely processing of purchase requests, and effective vendor coordination across multiple sites.

You will manage housekeeping schedules, aid in RFP submissions, and ensure supply continuity at Eastwood and other sites, while supporting admin tasks and team collaboration to maintain smooth operations.

Qualifications

• Coordinate with the management of (ECEA) for the mobile van parking needed by HR for APE.
• Knowledgeable/expertise for Admin works.
• Handle the vendor cost comparison.
• Process all items needed for the new site (Purchase request).
• Manage the housekeeping services.
• Coordinate to the vendors.
• Process the needed for the new vendors (documents needed to submit to finance for the vendor accreditation).
• Resolve any minor issues.
• Process the OSRF Office Supplies Request Form (any changes with the cost will update the OSRF and share it to the team).
• Ensure that supplies for the Eastwood site is sufficient (Cleaning and Coffee supplies).
• Handle task with deadline.

Responsibilities

• Monitor monthly supplies purchase requests and trackers to ensure accuracy and timeliness.
• Manage housekeeping services and their monthly schedule.
• Submit RFPs promptly to Finance to avoid penalties and delays.
• Conduct site visits to Wilcon, GSC, Curve, and MDC if there are concerns.
• Perform monthly inventory cleaning and manage coffee supplies.
• Assist in meetings and coordination across departments.

Skills

Vendor coordination

Administrative skills

Monitoring & analysis

Time management

Communication skills

Job description

Position Title: Facilities and Administrative Associate

Department/Campaign: Facilities and Client Services

Position Location: BGC, Taguig

Responsible For

• Facilities and Administrative works

Main Activities and Responsibilities

• Ensure accurate and timely monitoring of Supplies Purchase requests on a monthly basis through

The Standard supplies trackers. Supplies are: -Cleaning -Pantry -Office 2. Monitor and analyze monthly consumption trends to ensure that there is no wastage, theft, and overage. Practice first in and first out to avoid expiration.

• Uptime requirements for each facility/site. Prompt and accurate submission of RFP
• Ensure RFP accuracy and prompt submission to Finance to avoid penalties, delivery delays and service stoppage, RFP processing shall be started 3days prior to receipt of Invoices. Vendor invoices are: Semi-monthly basis -Housekeeping -Security And other vendors that need to be paid monthly such as but are not limited to: -Pest control -Drinking water -Hygiene vendors –Laundry

• Manage Housekeeping Task and their monthly schedule
• Site visit probe Wilcon, GSC, Curve, and MDC sites if they have a concern.
• Monthly Inventory cleaning and coffee supplies
• Assist Man com Meeting

Core Competencies

• Self-Awareness
• Self-Management
• Analysis & Problem Solving
• Creativity
• Values & Ethics

Key Skills And Capabilities

• Able to identify and separate out the key components of problems and situations. Able to
• manipulate and interpret information from a range of sources, to spot patterns and trends in information and to deduce cause and effect from this. Can generate a range of creative solutions, evaluate them and choose the most appropriate option.
• Able to pick up and assimilate relevant information quickly and easily. Learns new tasks rapidly. Responds swiftly and appropriately.
• Actively participates in team. Encourages co-operation. Aware of the needs of others and responds flexibly. Shares information and supports other team members. Can get things done through others and set realistic objectives. Seeks opportunities to develop others. Priorities team goals over individual goals.
• Takes balanced view of situations incorporating different perspectives. Seeks alternative

Position Description

Position Description – [xx] (xx 2023)

viewpoints. Recognizes priorities, weighs up different options and evaluates risks. Reaches logical conclusions and decides on appropriate plan of action. Evaluates previous judgments in order to improve.

• Has the ability to recognize information needs and identify and utilize appropriate information sources. Persists in seeking information and adopts a variety of strategies. Questions, checks and evaluates information and sources. Pays attention to details.

Qualifications And Typical Experience

• Coordinate with the management of (ECEA) for the mobile van parking needed by the HR for APE
• Knowledgeable/expertise for Admin works
• Handle the vendor cost comparison
• Process all items needed for the new site(Purchase request)
• Manage the housekeeping services
• Coordinate to the vendors
• Process the needed for the new vendors (documents needed to submit to finance for the vendor accreditation)
• Resolve any minor issues
• Process the OSRF Office Supplies Request Form ( any changes with the cost will update the OSRF and share it to the team)
• Ensure that supplies for the Eastwood site is sufficient (Cleaning and Coffee supplies)
• Handle task with deadline