Manager Admin

Della Group; Hinoba-an; On-site; PHP 670,000 - 1,116,000; Full time

Job summary

Della Group in Hinoba-an, Philippines seeks a Manager - Admin to oversee administration, facility maintenance, safety, inventory and housekeeping across the premises. You will lead admin staff, coordinate with departments and manage vendor relationships.

The role requires strong leadership, 8–15 years of relevant experience, and a focus on operational efficiency, compliance and budget control. Travel is expected as part of the responsibilities.

Qualifications

• Bachelor's degree in Administration, Facility Management, Operations or related field.
• 8–15 years of experience in administration, facility management or operations.
• Strong leadership and vendor management abilities.
• Proficiency in MS Office and administrative reporting systems.
• Excellent communication and interpersonal skills.

Responsibilities

• Oversee daily administrative operations and ensure smooth functioning of office and facility activities.
• Manage administrative staff, security, housekeeping and support teams effectively.
• Ensure discipline, cleanliness and operational standards are maintained across the premises.
• Coordinate with all departments for administrative support and operational requirements.
• Supervise maintenance activities related to electrical systems, plumbing, HVAC, civil works, lifts and office infrastructure.
• Ensure preventive and breakdown maintenance activities are conducted on time.
• Conduct routine inspections of buildings, equipment and common areas to maintain operational efficiency.
• Coordinate with vendors and contractors for repair and maintenance work.
• Maintain records of administrative inventory, consumables, office supplies and assets.
• Monitor stock levels and ensure timely procurement of required materials.
• Ensure proper asset tracking, storage management and inventory control procedures.
• Conduct periodic inventory audits and maintain documentation records.
• Supervise housekeeping teams to ensure cleanliness and hygiene standards across all areas.
• Ensure proper upkeep of offices, common areas, washrooms, lobbies and surrounding premises.
• Monitor housekeeping schedules, manpower deployment and cleaning material usage.
• Conduct regular inspections to maintain high standards of cleanliness and presentation.
• Ensure compliance with safety regulations, company policies and statutory requirements.
• Conduct regular safety inspections and identify potential hazards.
• Implement corrective and preventive measures for workplace safety.
• Coordinate safety awareness initiatives and employee safety training programmes.
• Organise and conduct fire and safety drills periodically.
• Ensure all fire-fighting equipment, alarms, extinguishers, hydrants and emergency systems are operational.
• Coordinate with fire safety agencies and ensure compliance with fire safety norms.
• Train employees and staff on emergency evacuation procedures and fire safety practices.
• Maintain records related to fire safety audits, drills, inspections and compliance certifications.
• Manage housekeeping, maintenance and facility-related vendors and contractors.
• Evaluate vendor performance and ensure service quality standards are maintained.
• Negotiate AMC contracts and monitor vendor deliverables.
• Prepare and manage administration and maintenance budgets.
• Monitor expenses and implement cost-control measures.
• Prepare periodic reports related to administration, maintenance, inventory and safety operations for management review.

Skills

Leadership

Team Management

MS Office

Vendor Management

Safety Compliance

Facilities Management

Inventory Management

Communication

Education

Bachelor's degree

Tools

MS Office

Job description

Role Overview:
The Manager - Admin will be responsible for overseeing the overall administration, facility maintenance, inventory
management, housekeeping operations, safety compliance and fire safety management of the organisation. The role
involves ensuring smooth day-to-day administrative operations, maintaining infrastructure standards, implementing safety
protocols and managing operational efficiency across the premises.

Key Responsibilities:

1. Administration Management

• Oversee daily administrative operations and ensure smooth functioning of office and facility activities.
• Manage administrative staff, security, housekeeping and support teams effectively.
• Ensure discipline, cleanliness and operational standards are maintained across the premises.
• Coordinate with all departments for administrative support and operational requirements.

2. Facility Maintenance

• Supervise maintenance activities related to electrical systems, plumbing, HVAC, civil works, lifts and office
  infrastructure.
• Ensure preventive and breakdown maintenance activities are conducted on time.
• Conduct routine inspections of buildings, equipment and common areas to maintain operational efficiency.
• Coordinate with vendors and contractors for repair and maintenance work.

3. Inventory & Asset Management

• Maintain records of administrative inventory, consumables, office supplies and assets.
• Monitor stock levels and ensure timely procurement of required materials.
• Ensure proper asset tracking, storage management and inventory control procedures.
• Conduct periodic inventory audits and maintain documentation records.

4. Housekeeping Management

• Supervise housekeeping teams to ensure cleanliness and hygiene standards across all areas.
• Ensure proper upkeep of offices, common areas, washrooms, lobbies and surrounding premises.
• Monitor housekeeping schedules, manpower deployment and cleaning material usage.
• Conduct regular inspections to maintain high standards of cleanliness and presentation.

5. Safety & Compliance

• Ensure compliance with all safety regulations, company policies and statutory requirements.
• Conduct regular safety inspections and identify potential hazards.
• Implement corrective and preventive measures for workplace safety.
• Coordinate safety awareness initiatives and employee safety training programmes.

6. Fire & Safety Management

• Organise and conduct fire and safety drills periodically.
• Ensure all fire-fighting equipment, alarms, extinguishers, hydrants and emergency systems are operational.
• Coordinate with fire safety agencies and ensure compliance with fire safety norms.
• Train employees and staff on emergency evacuation procedures and fire safety practices.
• Maintain records related to fire safety audits, drills, inspections and compliance certifications.

7. Vendor & Contractor Management

• Manage housekeeping, maintenance and facility-related vendors and contractors.
• Evaluate vendor performance and ensure service quality standards are maintained.
• Negotiate AMC contracts and monitor vendor deliverables.

8. Budget & Reporting

• Prepare and manage administration and maintenance budgets.
• Monitor expenses and implement cost-control measures.
• Prepare periodic reports related to administration, maintenance, inventory and safety operations for
  management review.

Job Expectations

Required Qualifications:

• Strong leadership and team management skills.
• Good knowledge of facility maintenance, inventory systems, safety standards and fire safety compliance.
• Strong coordination, problem-solving and vendor management abilities.
• Proficiency in MS Office and administrative reporting systems.
• Excellent communication and interpersonal skills.

Minimum Qualification

Bachelor’s degree in Administration, Facility Management, Operations or related field.

Minimum Job Experience

Minimum 8-15 years of experience in administration, facility management or operations.

Reporting to

HOD / CMD

Travel

Yes