Facilities and Admin Assistant

DIVISION      : Support (HR, Admin & Advisory)

DEPARTMENT : Facilities & Administrative Department

I. JOB TITLE

Administrative Senior Associate

II. IMMEDIATE SUPERIOR: Supervisor Facilities & Admin

III. QUALIFICATION:

Education: Graduate of four-year course

Management, Engineering  (Electrical of Mechanical )

Experience: minimum of 2 years Admin Experience

Skills      : Computer literate with knowledge in Microsoft Application

(Word, Excel & Power point)

                CAD operation   is a must

Ability to multitask and work well within a team environment

Clean and tidy appearance

   Should have knowledge in securing government permits

Highly organized and very keen to details

IV. OBJECTIVE:

1. To ensure that office premises are properly maintained as to cleanliness, safety and security.

2. To ensure that there is adequate office supply and proper maintenance of office equipment.

3. To ensure that there is proper coordination with suppliers/ providers with regards payment of utilities and other requirements.

4. To ensure that Admin & HR policies and procedures are properly implemented.

V. DUTIES AND RESPONSIBILITIES

1. In-charge in preparing RFP for various vendors/suppliers.

• Receive invoices/ billing from vendors/ contractors and lessors.

• Check the billing.

• Prepare the RFP and documents needed

• Submit RFP with attached documents to the following :

1. Team Leader for review

2. Senior Manager & President for approval.

3. Finance Team for processing of payment.

4. Process renewal of Business Permits(LGU, PEZA, (as needed).

• Prepare all the needed documents for the renewal of permit.

• Submit documents and pay necessary fees to the local gov’t.

• Ensure compliance of TCAP.

• Ensure that permit will  be secured and posted inside the office.

3.Coordinate with suppliers/service providers (water, pest control, aircon repair   (as needed)

• Coordinate with suppliers / service providers when needed.

• Ensure that there is proper delivery of supplies and services.

• Ensure that there is services needed are  properly handled.

• Prepare gate pass & work permit as needed.

  4.Conduct daily routine check of offices premises and AC units.

• Check the office premises for the needed repairs.

• Ensure cleanliness of work stations and common areas

• Ensure that busted lights are replaced in a timely manner

• Provide report needed for the replacement and repairs.

5 .Perform other duties that  may  be assigned from time to time .