Head of Facilities and Administration - Philippines & Japan

Keywords Studios Plc; Pasig; On-site; PHP 1,300,000 - 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 in the Philippines & Japan seeks a Head of Facilities and Administration to oversee on-ground operations across Manila and Bacolod, and provide governance for Japan offices. This role acts as primary gatekeeper for compliance and ensures safe, efficient office environments.

Based in Manila, you will manage local purchasing, health and safety, asset data integrity, and drive AI-enabled daily site administration, while coordinating with global teams to align with SOPs and

Qualifications

• 6-8+ years in facilities management, office administration, or localized procurement.
• Experience with international operations or global teams preferred.
• Strong policy enforcement and control of local operations.
• Hands-on management of office infrastructure, SLAs, and budgets.
• Willingness to adopt modern technologies and AI in daily workflows.
• Excellent communication with authoritative presence; fluent in English.

Responsibilities

• Direct PH office management for Manila and Bacolod, ensuring a safe, clean workspace.
• Region-wide governance for Japan offices to align with SOPs and budgets.
• Strict local purchasing and procurement, enforce approvals, and curb off-contract spend.
• Track, verify, and log local utility, maintenance, and asset data for system integrity.
• Drive AI-enabled local operations to automate visitor logs, vendor emails, and tracking.
• Ensure compliance with local health, safety, and fire regulations; manage risk planning.

Skills

Facilities management

Office administration

Procurement

Data integrity

AI tools

Communication

English fluency

Tools

AI tools

Job description

The Head of Facilities and Administration - Philippines & Japan is an on-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 the primary 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.

Requirements

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.

Benefits

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