Admin Specialist (Setup and Operations)

Job Summary

The Administration Specialist for Set-Up and Operations is responsible for coordinating administrative activities related to the establishment, deployment, and daily operations of EV charging stations. The role ensures smooth execution of site set-up requirements, permits, documentation, contract management, vendor coordination, asset tracking, and operational support to maintain efficient charging station operations.

Key Responsibilities

Site Set-Up Administration

• Coordinate administrative requirements for new EV charging station installations and site deployments.
• Process and maintain permits, licenses, certifications, and regulatory documents required for station construction and operation.
• Support site acquisition and landlord documentation processes.
• Monitor project timelines and ensure all required documentation is completed before site activation.
• Maintain records of site agreements, contracts, and approvals.

Operations Administration

• Provide administrative support for daily charging station operations.
• Monitor operational reports and escalate issues requiring immediate action.
• Coordinate with Operations, Maintenance, Technical, and Project Teams to support business requirements.
• Ensure operational documents, SOPs, and reports are properly maintained and updated.
• Prepare periodic operational performance reports for management.

Vendor and Contractor Coordination

• Coordinate with contractors, suppliers, and service providers involved in charging station installation and maintenance.
• Manage vendor accreditation and documentation requirements.
• Track contract validity, service agreements, and renewals.
• Follow up on service requests, maintenance schedules, and vendor deliverables.

Asset and Inventory Management

• Maintain records of EV charging equipment, spare parts, and operational assets.
• Track asset deployment and transfers across charging station locations.
• Coordinate inventory monitoring with warehouse and procurement teams.
• Generate asset utilization and inventory reports.

Documentation and Compliance

• Ensure compliance with company policies, government regulations, and industry requirements.
• Maintain centralized filing systems for project and operational documentation.
• Support internal and external audits by providing required records and reports.
• Monitor document validity and facilitate timely renewals.

Financial and Administrative Support

• Process purchase requests, payment requests, and expense documentation.
• Coordinate billing, invoicing, and payment tracking with Finance and Procurement teams.
• Monitor operational administrative expenses and budget utilization.
• Assist in preparation of operational budgets and forecasts.

Stakeholder Coordination

• Liaise with landlords, government agencies, utility providers, contractors, and internal departments.
• Coordinate meetings, project updates, and site readiness activities.
• Assist in resolving administrative and operational concerns affecting station deployment and operation.

Job Qualifications:

• Bachelor's Degree in Business Administration, Management, Engineering, Operations Management, or a related field.
• Minimum 2-5 years of experience in administration, operations support, project coordination, or facility management.
• Experience in EV charging, renewable energy, construction, telecommunications, infrastructure, or related industries is preferred.
• Experience handling permits, contracts, and vendor coordination is an advantage.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Experience using SAP systems is preferred.

Work Location: Pasay City

Employment Status: Probationary

For interested applicants, you may send your updated resume to [email protected]