Facilities and Office Administration Senior Associate

HedgeServ (Philippines) LLC – Manila Branch; Manila; On-site; PHP 420,000 - 560,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Career development

Job summary

HedgeServ (Philippines) LLC – Manila Branch is seeking a Facilities professional to manage office operations across our Manila office. You will ensure a clean, safe, and fully operational workplace while coordinating with vendors, building management, and internal partners to deliver consistent services.

With at least 2 years in a similar role, you will oversee safety compliance, procure supplies, support business continuity, and help drive a proactive and collaborative work culture that aligns

Qualifications

• 2+ years experience in a similar role.
• Knowledge of purchase orders, invoicing and vendor management.
• Familiar with Safety and Health compliance within an office environment.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Proficiency in Microsoft Office Applications.

Responsibilities

• Office Operations: Manage the day-to-day running of the office and workplace services, ensuring the office is clean, organised and fully operational.
• Ordering Supplies, managing couriers and assisting with visitors, general emails.
• Coordinate maintenance requests, repairs, security access, cleaning, waste management, and other workplace services.
• Liaise with building management and facilities teams to ensure all services are delivered effectively.
• Support Business Continuity Planning (BCP) initiatives and preparedness.
• Vendor Management: Manage relationships with suppliers and service providers; obtain quotations and support procurement activities.
• Raise and manage purchase orders and process invoices; track budgets and expenditure.
• Act as Safety Officer; conduct routine safety checks and coordinate drills.

Skills

Office operations

Vendor management

Microsoft Office

Safety compliance

Organizational skills

Customer service

Job description

At HedgeServ, we’re redefining what’s possible in fund administration. With more than $700 billion in assets under administration, we partner with the world’s most forward-thinking investment managers – across private equity, private credit, endowments, hedge funds and more – to deliver seamless, tech-enabled solutions that drive performance. Our proprietary platform, enhanced by machine learning and robotic process automation, gives clients real-time insights and unmatched control over their operations. Alongside our technology, we offer award-winning service through our team-based approach -- led by a deeply experienced team of industry experts. Our solutions span the full investment lifecycle, including fund accounting, middle office, risk, compliance, tax, and investor services. We’re a future-focused company, empowering our people through a robust career development framework, clear career trajectories with structured learning paths, training, and progression plans. We invest in leadership development and in our collaborative culture, creating space for talent to grow. Our corporate values – Relationships, Support, Innovation, and Expertise – create a sense of shared purpose and belonging, and we recognize our employees sit at the core of our success. We continue to innovate and evolve through our employees, working together to achieve our shared vision and mission. HedgeServ supports employees through a variety of offerings, including remote and hybrid working arrangements, and fully paid comprehensive health and well-being benefits. We’ve been recognized as an employer of choice, earning a top 100 workplaces designation. Founded in 2008, HedgeServ has grown into a global organization with over 2,000 experts across the globe, with offices in the United States, Grand Cayman, Ireland, Poland, Bulgaria, Luxembourg, the Philippines, and Australia. We’ve earned numerous accolades, including Top Overall Administrator, along with #1 rankings for providing alternative asset services in Accounting, Technology, Client Service, Investor Services, Alternative Fund Expertise, Reporting, and Regulatory Expertise.

Department description

The Facilities Department is responsible for delivering global workplace, facilities, and office administrative services across all company offices. The team ensures a consistent, safe, efficient, and welcoming workplace experience for employees, visitors, and business partners worldwide. Working closely with regional stakeholders, vendors, and building management teams, the department supports operational excellence, service delivery, workplace standards, and employee engagement across multiple locations and time zones.

Duties and Responsibilities

As part of the global team delivering workplace and administrative services within their assigned office and supporting broader global facilities initiatives. Whilst servicing as the primary contact for employees regarding office related queries and support the role consists of: Office Operations: Manage the day-to-day running of the office and workplace services, ensuring the office is clean, organised and fully operational. Ordering Supplies, managing couriers and assisting with any visitors, incoming calls and general emails. Coordinate maintenance requests, repairs, security access, cleaning, waste management, and other workplace services Liaise closely with building management and facilities teams to ensure all building services are delivered effectively. Support Business Continuity Planning (BCP) initiatives and preparedness. Vendor Management Manage relationships with suppliers, contractors, and service providers. Obtain quotations and support procurement activities for office supplies and services. Raise and manage purchase orders and process invoices to ensure timely payment Track budgets and expenditure WorkPlace Safety Act as Safety Officer, carrying out regular workplace checks and reporting any issues that need attention Co-ordinate file drills, safety training and implement any emergency procedures. Conduct routine safety checks, identify potential hazards and follow up on any issues identified, putting in place solutions to reduce risks. Ensuring compliance with occupational health and safety standards.

Pre-requisite knowledge, skills and experience

At least 2 years experience in a similar role Knowledge of purchase orders, invoicing and vendor management Familiar with Safety and Health compliance within an office environment Strong organisational and multitasking skills with the ability to manage competing priorities Proficiency in Microsoft Office Applications Attention to detail and strong customer-focus with a proactive and professional approach.

At HedgeServ, our people are at the core of everything we do. We aspire to grow and challenge the status quo and it is our high calibre talent that drives our progress. We deliver success with the biggest clients because we have the best people working for us. We’re committed to rewarding performance with competitive salary & benefits packages and ongoing learning and development opportunities.

HedgeServ has a culture of innovation, excellence, and continuous improvement which has continued to evolve through our employees. Our corporate values create a sense of shared purpose and belonging as we work together to achieve the vision and mission of HedgeServ. We experience successful results through demonstrating the below values and behaviors which are at the core of how we communicate with employees and clients. We work in partnership with each other and our clients; collaboration is at the core of what we do. We work collaboratively, focusing on end-to-end ownership and autonomy in our processes. We share knowledge across our teams and offices to gain expert and diverse views. We develop long-term relationships through investment and commitment to our employees and clients. We communicate in personal, inviting, and authentic ways whether face-to-face or virtually. We empower and trust employees so they can realize their full potential on an individual and organizational level. We leverage our global reach for positive local impacts. We focus on employee health and well-being. We are empathetic and committed to diversity and inclusion. We listen to each other and think about what we want to say and then respond. We embrace corporate social responsibility and our ability to impact and enrich the lives of our team, their families, our clients, and the world around us. We embrace an entrepreneurial spirit and growth mindset where change is a positive dynamic. We confidently challenge the status quo with respect and positive intent. We offer a leading-edge suite of proprietary technology applications. We rapidly adapt to current information, changing conditions, or unexpected obstacles. We act with vision, agility, and resilience. We listen to each other’s ideas and value diverse perspectives. We are the most experienced team of industry experts. We share our knowledge with each other to make us stronger; we share our knowledge with our clients to make them stronger. There is no question we can’t answer, nor any problem we can’t solve. We cultivate a productive and agile environment which allows us to anticipate our clients’ needs and consistently deliver solutions in real time. We embrace an entrepreneurial spirit while leveraging the resources of a global organization. We scale our resources to meet the requirements of our clients. We foster continuous training and professional development.