Admin Facilities Supervisor

We are looking for an Admin & Facilities Supervisor who will manage the day-to-day operations of our facilities, including maintenance, safety and security. You will be supervising staff, oversee the activities of contractors and vendor personnel, monitor vendor contracts, develop and implement policies as well as ensure compliance to protocols.

What you will be doing:

1. Administrative Operations Support

·         Provide end-to-end administrative support to ensure smooth daily office operations across both sites.

·         Support business units and site leadership with operational requirements, logistics, and coordination.

·         Oversee office services including reception, mail handling, pantry operations, transport, and shared services.

·         Ensure availability and readiness of office supplies, equipment, and common-use resources.

·         Act as the primary coordination point for internal administrative requests and service delivery issues.

·         Standardize administrative processes and service levels between Alabang and Bacolod to ensure consistency.

2. Administration Management

·         Oversee day-to-day administrative operations and ensure alignment with company policies and standards.

·         Develop, implement, and continuously improve administrative policies, procedures, and workflows.

·         Manage security, housekeeping, and general services providers and ensure service quality and compliance.

·         Serve as the escalation point for administrative, facilities, and site-related concerns.

3. Facilities Management

·         Lead and coordinate office fit-out, renovation, relocation, expansion, and site readiness projects from planning and design coordination through construction, testing, turnover, and operational handover.

·         Coordinate with contractors, project managers, consultants, landlords, building management, and internal stakeholders to ensure fit-out projects are delivered according to approved scope, timeline, budget, quality, and safety requirements.

·         Review and monitor fit-out plans, construction schedules, technical requirements, site progress, punch lists, and project deliverables.

·         Conduct regular site inspections and progress meetings to identify construction issues, delays, quality concerns, and safety risks, and ensure timely resolution.

·         Manage preventive and corrective maintenance programs to ensure safe, compliant, and fully functional facilities.

·         Coordinate with landlords, contractors, and vendors for building maintenance, repairs, and improvement works.

·         Ensure compliance with building codes, fire safety requirements, and occupational health and safety standards.

·         Lead space planning, renovations, and facilities improvement initiatives.

·         Monitor facilities budgets and optimize costs while maintaining safety and service quality.

4. Asset Management

·         Oversee the full lifecycle of company assets from acquisition, tagging, deployment, transfer, to disposal.

·         Ensure accurate asset inventories and records across all assigned sites.

·         Conduct periodic asset audits and reconciliation with Finance and IT.

·         Implement controls to prevent asset loss, misuse, or damage.

·         Ensure assets are utilized efficiently and in compliance with safety and company policies.

5. Procurement Management

·         Manage procurement activities in line with company policies, approval matrices, and ethical standards.

·         Partner with internal stakeholders to define requirements, specifications, and sourcing timelines.

·         Lead vendor sourcing, evaluation, negotiation, accreditation, and performance management.

·         Ensure vendors comply with legal, safety, and regulatory requirements.

·         Coordinate with Finance and Legal on contracts, service agreements, and vendor compliance documentation.

6. Invoice Management

·         Oversee end-to-end invoice processing for administrative, facilities, and procurement-related expenses.

·         Validate invoices against approved purchase orders, contracts, and actual deliveries or services rendered.

·         Ensure timely submission, monitoring, and resolution of invoice issues or discrepancies.

·         Maintain complete, accurate, and audit-ready records in coordination with Finance.

·         Support internal and external audits related to expense and compliance controls.

7. Safety, Health & Regulatory Compliance

·         Ensure compliance with occupational safety, health, environmental, and local regulatory requirements (e.g., DOLE, fire code, LGU permits).

·         Implement and monitor workplace safety programs, policies, and procedures.

·         Conduct safety inspections, risk assessments, and corrective action tracking.

·         Oversee emergency preparedness, drills, evacuation plans, and business continuity measures.

·         Maintain compliance documentation, permits, certifications, and incident reports.

·         Act as the primary liaison with regulators, auditors, and external inspectors.

8. People & Stakeholder Management

·         Lead, coach, and develop administrative, facilities, and safety personnel across both sites.

·         Set clear performance expectations, conduct regular reviews, and identify training needs.

·         Collaborate closely with site leadership, Operations , HR, Finance, IT, and other key stakeholders.

·         Promote a service-oriented, safety-conscious, and accountable work culture.

9. Team Members Monitoring & Performance Reporting

·         Directly supervise administrative, facilities, and safety team members

·         Monitor team attendance, workload distribution, task completion, and service-level performance.

·         Set clear performance goals, KPIs, and expectations aligned with departmental objectives.

·         Conduct regular performance reviews, coaching sessions, and feedback discussions.

·         Identify skills gaps and recommend training, development, or manpower optimization initiatives.

·         Prepare and submit regular team performance, productivity, and compliance reports to HOD

10. Project Management

·         Strong project coordination skills with the ability to manage timelines, budgets, contractors, deliverables, risks, and multiple stakeholders.

·         Ability to read and understand basic architectural, electrical, mechanical, plumbing, fire protection, and other technical drawings.

·         Experience in construction/fit-out project documentation, including project schedules, progress reports, punch lists, turnover documents, warranties, and as-built plans.

Qualifications:

Education

• Bachelor's degree in Business Administration, Facilities Management, Engineering, Operations Management, or a related field.
• Additional training or certification in facilities management, occupational safety, procurement, or project management is an advantage.

Experience

• At least 5 years of relevant experience in administration, facilities management, property management, or corporate workplace operations, with demonstrated experience in office fit-out, renovation, relocation, expansion, or site opening projects.
• Preferably with experience in a BPO, corporate office, commercial building, or multi-site environment.
• Experience managing or coordinating end-to-end fit-out projects, including contractor coordination, project scheduling, site inspections, punch listing, testing and commissioning, and project turnover.
• Experience managing outsourced service providers such as housekeeping, security, maintenance, transportation, and other general services.
• Experience in vendor management, procurement, contract administration, and invoice processing.
• Experience in asset management and inventory control.
• Experience in workplace safety, regulatory compliance, emergency preparedness, and business continuity is preferred.
• Supervisory or people-management experience is required.
• Occupational Safety and Health training of at least 40 hours is preferred.

Technical & Functional Skills

• Strong knowledge of facilities and office administration operations.
• Knowledge of preventive and corrective maintenance management.
• Understanding of workplace safety, fire safety, and regulatory compliance requirements.
• Knowledge of procurement processes, vendor evaluation, negotiation, and contract management.
• Strong asset and inventory management skills.
• Ability to review invoices, purchase orders, contracts, and supporting documents.
• Strong reporting, documentation, and record-keeping skills.
• Proficient in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Experience with ERP, procurement, asset management, or facilities management systems is an advantage.
• Strong project coordination and problem-solving skills.
• Ability to manage multiple priorities and work under pressure.

Leadership & Behavioral Competencies

• Strong leadership and people-management skills.
• Highly organized and detail-oriented.
• Proactive and solutions-oriented.
• Strong sense of ownership and accountability.
• Excellent communication and stakeholder-management skills.
• Strong negotiation and vendor-management capabilities.
• Customer-service and business-partner mindset.
• Ability to make sound decisions and escalate issues appropriately.
• High level of integrity and professionalism.
• Adaptable and comfortable working in a fast-paced, multi-site environment.