Head of Facilities and Administration - Philippines & Japan

Keywords Studios Plc; Manila; On-site; PHP 1,800,000 - 2,400,000; Full time

Benefits offered by this job

Great Place to Work certified

Annual Wellness Subsidy

Birthday Leave

Wellbeing Leave

HMO and Life Insurance

Job summary

Keywords Studios Plc seeks a Head of Facilities and Administration for the Philippines and Japan. Based in Manila, you will manage day‑to‑day office environments, enforce local purchasing protocols, and oversee health and safety compliance while coordinating with Japan offices.

You will drive AI‑assisted operations, enforce corporate SOPs, and ensure data integrity across facilities. 6–8+ years in related roles and fluent English are required.

Qualifications

• 6–8+ years of experience in facilities management, office administration, or localized procurement within the Philippines.
• Experience managing international operations or supporting global teams is highly preferred.
• Hands‑on experience managing physical office infrastructure, vendor SLAs, and local budgets.
• Enthusiasm for integrating modern technologies and AI tools into daily office workflows.
• Excellent communication and authoritative presence; fluent in English.

Responsibilities

• Direct PH Office Management: Oversee daily workspace, reception, mail, and administrative readiness for Manila and Bacolod, ensuring a safe and highly functional environment.
• Regional Site Governance (Japan): Remotely govern facilities operations for Japan offices, aligning with SOPs and budget targets.
• Strict Local Purchasing & Procurement: Gatekeeper for all local facilities spending; enforce bidding policies and corporate approval matrices; prevent unapproved or off‑contract spending.
• Data Integrity & Collection: Track, verify, and log localized utility, maintenance, and asset data to maintain global system integrity.
• AI‑First Local Operations: Drive adoption of agentic AI tools to automate visitor logs, vendor correspondence, and supply tracking.
• Health, Safety, & Risk Management: Ensure compliance with local regulations; manage risk assessments, emergency planning, and vendor compliance.

Skills

Facilities management

Office administration

Procurement

Data integrity

AI tools

H&S compliance

Vendor management

English fluency

Tools

SLA management

Job description

The Head of Facilities and Administration – Philippines & Japan is an on-the-ground operational execution and site-management role. This position combines hands‑on office administration for our primary hubs in Manila and Bacolod with operational governance over our Japan offices.

This role is theprimary gatekeeper for operational compliance, tasked with reclaiming facilities management from decentralized local teams. Based in Manila, you will directly manage day‑to‑day office environments, enforce strict local purchasing protocols, maintain localized health and safety compliance, and leverage agentic AI to streamline daily site administration.

Key Responsibilities

1. Direct PH Office Management:Oversee the daily physical workspace, reception, mail, and administrative readiness of our Manila and Bacolod hubs, providing a safe, clean, and highly functional environment.
2. Regional Site Governance (Japan):Remotely govern facilities operations for our Japan offices, ensuring local sites align with corporate SOPs and budgetary targets.
3. Strict Local Purchasing & Procurement:Serve as the mandatory gatekeeper for all local facilities‑related spending. Enforce strict bidding policies, match spend against corporate approval matrices, and eliminate unapproved or off‑contract spending by local production teams.
4. Data Integrity & Collection:Meticulously track, verify, and log localized utility, maintenance, and asset data to maintain global system integrity.
5. AI-First Local Operations:Actively integrate and drive the daily usage of agentic AI tools among administrative and reception staff to automate visitor logs, vendor correspondence, and supply tracking.
6. Health, Safety, & Risk Management:Ensure absolute compliance with all local health, safety, and fire regulations. Manage local risk assessments, emergency planning, and vendor compliance.

1. 6–8+ years of experience in facilities management, office administration, or localized procurement within the Philippines. Experience managing international operations or supporting global teams is highly preferred.
2. Proven track record of enforcing strict corporate policy and pulling back operational control from decentralized business units.
3. Hands‑on experience managing physical office infrastructure, vendor service level agreements (SLAs), and local budgets.
4. Enthusiasm for integrating modern technologies and AI tools into daily office workflows.
5. Excellent communication and authoritative presence; fluent in English.

• Great Place to Work certified
• Annual Wellness Subsidy
• Birthday Leave
• Wellbeing Leave
• HMO and Life Insurance