Admin Officer

MAJOR RESPONSIBILITIES:

Facilities Management

• Monitor the overall condition of dealership facilities, including showroom, service bays, office areas, storage, parking, and common areas.
• Coordinate repairs, maintenance, and servicing of building facilities, including electrical, plumbing, air-conditioning, lighting, drainage, and other facility systems.
• Conduct regular facility inspections and prepare reports on issues requiring corrective action.
• Ensure cleanliness, orderliness, and proper organization of dealership areas in coordination with utility staff, contractors, and concerned departments.
• Track facility-related concerns and monitor the timely completion of corrective and preventive maintenance activities.

Vendor & Contractor Coordination

• Coordinate with suppliers and contractors for repairs, preventive maintenance, pest control, cleaning services, waste management, and other facility-related requirements.
• Process service requests, quotations, job orders, and billing documents for facility-related work.
• Monitor contractor performance, work quality, safety practices, and completion of assigned tasks.
• Ensure contractors comply with applicable dealership safety, security, and environmental requirements while performing work on-site.

Asset & Equipment Monitoring

• Maintain inventory and condition reports for office equipment, tools, machinery, and facility assets.
• Coordinate preventive maintenance schedules for office equipment and facility systems such as printers, CCTV, air-conditioning units, generators, fire protection equipment, and other critical equipment.
• Assist in asset tagging, monitoring, and reporting for audit and compliance purposes.
• Monitor the proper and safe use of facility equipment and report defective or unsafe equipment for appropriate action.

Safety, Occupational Health & Compliance Support

• Assist in implementing and monitoring the dealership's Occupational Safety and Health (OSH) programs and policies.
• Support Safety Officer 1/2 functions, as applicable, including workplace inspections, hazard identification, safety monitoring, and documentation.
• Conduct or assist in regular workplace safety inspections covering the showroom, service areas, offices, storage areas, and other dealership facilities.
• Identify and report unsafe conditions, hazards, and practices and coordinate with concerned personnel for corrective action.
• Monitor the availability, accessibility, and condition of fire extinguishers, emergency exits, first-aid kits, PPE, safety signs, and other safety equipment.
• Assist in organizing and documenting fire drills, earthquake drills, emergency preparedness activities, toolbox meetings, safety orientations, and other safety programs.
• Assist in the documentation and reporting of workplace incidents, accidents, near misses, and safety-related concerns.
• Maintain safety inspection reports, incident records, corrective action reports, and other required OSH documentation.
• Assist in ensuring compliance with applicable DOLE occupational safety and health requirements, company policies, and internal safety standards.
• Coordinate with security personnel regarding visitor management, emergency situations, incident reporting, and branch safety concerns.
• Assist during internal and external safety inspections, audits, and compliance assessments.

Environmental & PCO Support

• Assist the Pollution Control Officer (PCO) in implementing and monitoring applicable environmental compliance activities.
• Monitor proper waste segregation, storage, handling, and disposal within the dealership.
• Assist in maintaining records related to waste generation, collection, hauling, and disposal.
• Coordinate with accredited waste haulers, contractors, and environmental service providers as required.
• Assist in maintaining environmental permits, manifests, monitoring records, reports, and other PCO-related documentation.
• Monitor dealership areas for potential environmental concerns such as improper waste disposal, oil/chemical spills, leaks, drainage issues, and other environmental risks.
• Immediately report environmental incidents and assist in implementing corrective and preventive actions.
• Support the PCO in preparing documents and information required for DENR/EMB compliance, inspections, and reporting, as applicable.

Administrative & Office Support

• Manage office supplies, forms, and materials, ensuring availability, proper storage, and efficient utilization.
• Handle general administrative tasks such as filing, documentation, correspondence, encoding, and record maintenance.
• Assist in branch-level meetings, trainings, inspections, audits, and company activities.
• Prepare administrative, facilities, safety, and compliance reports required by management or Head Office.
• Maintain organized and updated physical and electronic records of facility, safety, environmental, and administrative documents.

HR Support

• Assist in monitoring attendance, schedule changes, and submission of required HR forms.
• Support HRAD with documentation such as memos, incident reports, safety-related employee documentation, compliance checklists, and monthly HR submissions.
• Assist in coordinating employee orientations, meetings, trainings, safety programs, drills, and internal events.
• Facilitate communication between employees and HRAD-HQ regarding HR concerns, inquiries, and administrative requirements.
• Assist in promoting employee awareness and compliance with company policies, workplace safety rules, and established procedures.
• Maintain confidentiality and proper handling of employee information and HR documents.

General Responsibilities

• Ensure compliance with company policies, dealership procedures, safety standards, and applicable regulatory requirements.
• Immediately report facility, safety, security, environmental, and employee-related concerns to the appropriate department or Immediate Head.
• Maintain professionalism, confidentiality, accuracy, and proper documentation in all assigned responsibilities.
• Perform other related tasks and duties that may be assigned by the Immediate Head.

*Performs other tasks/duties assigned by the Immediate Head.

Qualification:

• Bachelor's degree in Business Administration, Office Administration, Human Resources, Management, or any related field.

• With 2–3 years of experience in administrative, facilities, HR support, or compliance-related functions, preferably in the automotive or dealership industry.

• Knowledge of facility management, office administration, records management, and vendor/contractor coordination.

• Knowledge of Occupational Safety and Health (OSH) standards, workplace hazard identification, safety inspections, and emergency preparedness.

• Preferably with Basic Occupational Safety and Health (BOSH) or Construction Occupational Safety and Health (COSH) training.

• Preferably with Safety Officer 1 (SO1) and/or Safety Officer 2 (SO2) training/certification.

• Preferably with knowledge or training in Pollution Control Officer (PCO) functions and basic DENR/EMB environmental compliance requirements.

• Familiarity with proper waste segregation, handling, storage, and disposal, particularly in an automotive/dealership environment.

• Proficient in Microsoft Office applications, particularly Word and Excel, for documentation and reporting.

• Strong organizational, coordination, documentation, and communication skills.

• Detail-oriented and capable of maintaining accurate facility, safety, environmental, and HR records.

• Ability to conduct basic workplace inspections and identify potential safety, facility, and environmental hazards.

• Able to coordinate effectively with employees, contractors, suppliers, government agencies, and Head Office.

• Willing to undergo additional safety, environmental, and regulatory training as required.

• Willing to perform field/branch inspections and other duties related to facilities, safety, environmental compliance, and administration.