Administrative Manager

ROLE PROFILE

Position: Administrative Manager

Reports to: Head of Human Resource

Direct reports: Administrative Officer/s

Location: Quezon City, Metro Manila

WHO WE ARE

Pagasa Philippines Finance Corporation (PPFC) is a subsidiary of ASA International, one of the world’s largest and fastest-growing international microfinance institutions, with a premium listing on the London Stock Exchange. ASA International operates across 13 countries in Asia and Africa, providing socially responsible financial services to underbanked, low-income entrepreneurs — the majority of them women. At Pagasa Philippines Finance Corporation, we currently have 400+ branches, servicing up to 400,000 clients across the country.

We are in the midst of a strategic and digital transformation program, modernizing our systems, data infrastructure, and ways of working to build the next generation of inclusive financial services. Our renewed leadership team is driving this change with a clear focus on growth, professionalism, and disciplined execution.

ASA International combines thesocial impact of microfinance with the governance, technology, and ambition of a listed commercial bank. We are building a culture that values innovation, accountability, and excellence—attracting leaders who want to shape a modern, scalable, and data-driven financial institution.

I. Job Purpose

The Administrative Manager is responsible for planning, directing, and coordinating the organization’s administrative functions to ensure efficient and effective office operations. The role provides leadership to administrative personnel, establishes and maintains systems and procedures, and supports management in achieving organizational objectives through effective resource and operations management.

The role also requires an individual with relevant engineering experience or an educational background in engineering, particularly to support facilities, office infrastructure, equipment, and operational requirements.

II. Key Duties and Responsibilities

1. Administrative Operations Management

• Plan, organize, and oversee the day-to-day administrative activities of the organization.

• Ensure efficient office operations, including facilities management, records management, and administrative support services.

• Oversee office facilities, equipment, infrastructure, and general workplace requirements.

• Develop and implement administrative policies, systems, and procedures to enhance operational efficiency.

• Identify opportunities for process improvement and operational efficiency.

2. Facilities and Engineering-Related Management

• Oversee the maintenance, functionality, and proper utilization of office facilities, equipment, and infrastructure.

• Coordinate with engineering, maintenance, contractors, and service providers on facility-related requirements and projects.

• Monitor preventive and corrective maintenance activities.

• Review technical requirements related to office facilities, equipment, repairs, renovations, and improvements.

• Ensure that facilities and workplace infrastructure are maintained in a safe, functional, and efficient condition.

• Support office expansion, renovation, relocation, and other facilities-related projects as required.

3. Staff Supervision and Development

• Supervise, assign, and review the work of administrative staff.

• Provide coaching, guidance, and performance evaluation to ensure productivity and professional development.

• Participate in recruitment, onboarding, and training of administrative personnel as required.

• Establish clear work priorities and ensure effective allocation of administrative resources.

4. Resource and Budget Management

• Manage administrative budgets, monitor expenditures, and ensure cost-effective use of resources.

• Oversee procurement and maintenance of office supplies, equipment, facilities, and other administrative requirements.

• Coordinate with vendors and service providers to ensure quality and timely delivery of services.

• Monitor administrative expenses and identify opportunities for cost optimization.

• Ensure appropriate utilization and maintenance of company assets and resources.

5. Vendor and Service Provider Management

• Manage relationships with external vendors, contractors, and service providers.

• Coordinate service agreements, maintenance requirements, and administrative support services.

• Monitor vendor performance, service quality, and compliance with agreed requirements.

• Address service issues and coordinate appropriate corrective actions.

6. Compliance and Records Management

• Ensure compliance with company policies, regulatory requirements, and internal controls.

• Maintain accurate and organized administrative records, reports, and documentation.

• Ensure proper documentation of facilities, assets, contracts, vendors, and administrative activities.

• Support audits and internal reviews related to administrative functions.

• Ensure that administrative processes are consistently implemented in accordance with company policies and procedures.

7. Organizational Support

• Provide comprehensive administrative support to senior management in strategic planning, proposal development, and organizational performance reporting.

• Assist in organizational planning, implementation of initiatives, and process improvement activities.

• Facilitate communication and coordination across departments.

• Support management in administrative and operational initiatives as required.

III. Qualifications

• Bachelor’s degree in Business Administration, Management, Engineering, or a related field.

• Candidates with an Engineering degree or relevant professional engineering experience are strongly preferred.

• Minimum of five to ten (5-10) years of relevant experience in administrative, office, facilities, engineering, or operations management, including supervisory responsibilities.

• Relevant experience in facilities management, engineering, maintenance, infrastructure, or technical operations is an advantage.

• Strong leadership and personnel management skills.

• Excellent organizational, analytical, and problem-solving abilities.

• Proficiency in office management systems and standard business software.

• Strong written and verbal communication skills.

• Ability to manage vendors, contractors, budgets, facilities, and multiple administrative requirements simultaneously.

IV. Core Competencies

• Administrative and operations management

• Facilities and engineering-related management

• Leadership and team management

• Decision-making and problem solving

• Planning and organizing

• Attention to detail and accuracy

• Resource and budget management

• Vendor and stakeholder management

• Process improvement orientation

• Communication and coordination

• Operational and technical problem solving

V. Reporting Relationship

Reports directly to: HR Head

VI. Working Conditions

Primarily an office-based role with regular coordination across departments, management, external vendors, contractors, service providers, and other stakeholders. The position may require site visits and involvement in facilities, maintenance, engineering, renovation, or other operational activities as needed.