Site Lead

MA Financial Group; Philippines; On-site; PHP 900,000 - 1,300,000; Full time

Job summary

MA Financial Group Manila is seeking a Facilities Site Lead to ensure a safe, efficient, and high-quality workplace for employees and visitors. You will oversee site operations, facilities services, workplace planning, business continuity, and coordination with HR, IT, Finance and external vendors.

You will act as the primary on-site liaison for business leaders, manage seating and space planning, coordinate events and leadership visits, and drive health, safety, and compliance across the Manila

Job description

Job Description:

About us

MA Financial Group is a global alternative asset manager specialising in private credit, real estate and hospitality. We lend to property, corporate and specialty finance sectors and provide corporate advice. We invest and manage $13.3 billion on behalf of our clients, have $165 billion in managed loans and have advised on over $125 billion in advisory and equity capital market transactions. We have a team of over 900 professionals across locations in Australia, China, Hong Kong, New Zealand, Singapore, United States and the Philippines. MA Financial is a place of opportunity and unlimited potential. It’s a place that empowers you to think, collaborate, and help create something truly valuable.

About the Role

The Facilities Site Lead is responsible for ensuring the Manila office operates safely, efficiently, and effectively and provides a high-quality workplace experience for employees, visitors, and business leaders. The role has overall oversight of site operations, facilities and administrative services, workplace planning, business continuity, visitor and event readiness, and third-party workplace service providers.

As the main point of contact for business leaders on site-related requirements, the Site Lead ensures the workplace is ready to support day-to-day operations as well as leadership visits, employee events, business activities, and changing workforce needs. The Site Lead provides direction and oversight to the Facilities & Admin Coordinator and works closely with HR, IT, Finance, business leaders, property management, and external service providers.

What you will do?

Site Operations & Workplace Management

• Oversee the day-to-day operations of the Manila office and ensure the workplace remains safe, functional, professional, and ready to support the business.
• Provide oversight and direction to the Facilities & Admin Coordinator and ensure facilities and administrative services are delivered effectively.
• Oversee property management, housekeeping, maintenance, office services, messenger services, supplies, equipment, furniture, and other site-related services.
• Ensure facilities issues are prioritized appropriately, escalated when necessary, and resolved within reasonable timelines.
• Establish appropriate workplace standards and regularly review the quality and effectiveness of site services.
• Coordinate with building/property management on matters that may impact office operations.

Workplace & Seat Planning

• Manage workplace capacity and seat planning based on business requirements, headcount changes, team movements, and anticipated growth.
• Maintain visibility of available workstations, meeting spaces, and overall office capacity.
• Coordinate seating plans for new hires, internal movements, visiting employees, and project teams.
• Work with HR, IT, and business leaders to anticipate upcoming workplace and capacity requirements.
• Recommend workplace changes or improvements to support business needs and employee experience.
• Support office moves, expansions, refurbishments, and other workplace projects when required.

Business & Leadership Support

• Serve as the primary point of contact for business leaders for site-related concerns, requirements, and support.
• Build strong relationships with business stakeholders and maintain visibility of upcoming activities that may impact site operations such as fire drills, preventive maintenance work, etc.
• Coordinate site support for leadership visits, business meetings, town halls, employee events, client or partner visits, and other significant activities.
• Ensure appropriate workplace, meeting room, technology, security, transport, catering, and other logistical requirements are coordinated with the relevant teams.
• Provide leadership with timely updates on significant site issues, risks, disruptions, and planned activities.

Visitor & Travel Coordination Oversight

• Maintain oversight of the site visitor and business travel calendar to anticipate office capacity, meeting room, transport, security, and other logistical requirements.
• Coordinate with business teams and relevant support functions on significant leadership and international visitor requirements.
• Ensure the office is appropriately prepared for scheduled visits, including seating, meeting rooms, building access, transport, catering, and other site requirements.
• Provide oversight of travel-related site logistics while ensuring routine travel booking and administration remain with the appropriate administrative or travel support function.
• Identify potential scheduling or capacity conflicts and coordinate appropriate solutions.

Events & Site Activities

• Oversee site logistics for employee events, leadership activities, town halls, celebrations, business meetings, and other office-based activities.
• Coordinate across HR, IT, Facilities, business teams, and external vendors to ensure events and visits are appropriately supported.
• Ensure event requirements are planned in advance, appropriately approved, and delivered within agreed budgets and standards.
• Support major business initiatives requiring Manila site coordination.

Business Continuity & Emergency Preparedness

• Serve as the primary site point of contact for Business Continuity Planning (BCP) and site emergency preparedness.
• Maintain and coordinate the site's Business Continuity Plan in partnership with relevant regional or global stakeholders.
• Ensure site-specific BCP information, emergency contacts, escalation procedures, and recovery arrangements remain current.
• Coordinate periodic BCP reviews, exercises, simulations, and testing.
• Lead site coordination during workplace disruptions, emergencies, severe weather events, building incidents, or other events affecting normal operations.
• Coordinate with business leaders, HR, IT, property management, security, and other stakeholders during business continuity events.
• Maintain appropriate communication and escalation channels during incidents.
• Coordinate post-incident reviews and ensure agreed corrective or preventive actions are tracked through completion.

Health, Safety, Security & Compliance

• Provide overall site oversight of workplace health, safety, security, fire, building, and facilities compliance requirements.
• Work closely with the Company Nurse, relevant Safety Officers, HR, property management, and other stakeholders to maintain a safe workplace.
• Ensure required site permits, inspections, certifications, drills, and other facilities compliance activities are appropriately tracked and completed.
• Review workplace risks and ensure facilities-related corrective actions are assigned and resolved.
• Ensure emergency response procedures, evacuation arrangements, and relevant site documentation remain current.
• Escalate significant health, safety, security, or compliance risks to the appropriate leadership or regional function.

Vendor & Cost Management

• Provide oversight of key facilities and workplace service providers and ensure agreed service standards are achieved.
• Review vendor performance, recurring service issues, costs, and opportunities for improvement.
• Provide oversight of vendor sourcing and procurement activities undertaken by the Facilities & Admin Coordinator.
• Review significant quotations and recommendations before progressing through the appropriate approval process.
• Monitor facilities and administrative expenditure against approved budgets.
• Ensure appropriate controls and segregation of duties are maintained across vendor selection, purchasing, receipt of services, and payment approval.

Requirements: