Site Administration and Facilities Manager

The Site Administration and Facilities Manager will oversee the facilities’ daily operations and maintenance, ensuring that the work environment is safe, efficient, and conducive to productivity. This role combines administrative oversight with facilities management, requiring a hands-on approach to both the physical and operational aspects of the site. 

Site Administration. 

• Government Compliance Management: Coordinates and transacts with various Government Agencies (e.g. PEZA, DOLE, BOI, BFP) to ensure that the site is fully compliant with all Government regulations and requirements. 
• Facility Operational Expense Management: Plan and manage the facilities budget, tracking expenses and creating cost-effective initiatives. 
• Inventory Management: Oversee the inventory of office supplies, equipment, and furniture, ensuring availability and replenishment based on site requirements. 
• Environmental Sustainability: Lead initiatives to improve the environmental sustainability of the site, including energy efficiency programs, waste reduction, and recycling efforts. 
• Safety: Managing safety risks and ensuring safety regulatory compliance through regular inspections, hazard identification, risk mitigation, and incident reporting. 
• Security Management: Coordinate site security measures, including access control systems, surveillance, and liaison with security personnel. 
• Site Support Services: Manage office support services such as Facilities Coordinators, Receptionists, Security Personnel, and Housekeepers to ensure smooth daily operations. 
• Food Concessionaire Management: Oversees the Food concessionaire’s daily operations and tracks budget and cost management for food. Ensures that safety food standards and sanitation protocols are met. 
• Emergency Preparedness: Develop and manage emergency response plans, including fire drills, evacuation procedures, and other safety protocols. 
• Business Continuity Plan - Responsible for the implementation of facilities management protocols that will ensure the continuity of business operations in the event of disruptions. This involves close collaboration with the Leadership Team to develop, maintain, and test comprehensive BCP plans that safeguard the company’s assets, operations, and personnel.

Facilities Management 

• Oversee Maintenance: Ensure the facility is well-maintained, addressing any issues related to mechanical, and electrical systems, and general repairs through contractors. 
• Vendor Management: Manage relationships with external vendors and service providers, including cleaning services (includes pest control), food concessionaire, shuttle service, security, and maintenance contractors. 
• Office Space Management: Optimize the use of space within the facility, including office space planning and coordination of office renovations or refurbishments. 
• Company Asset Management – Process owner for Company asset management which includes Inventory and tracking, Asset lifecycle management, and Asset utilization.  
• Parking Space Management - Responsible for overseeing the operations, maintenance, and optimization of parking facilities across our site. This includes Parking Space allocation and Parking Policy Development. 
• Health and Safety Compliance: Ensure the facility meets all health and safety regulations, conduct regular audits, and implement necessary updates to comply with all Company and Government regulations. 

• Relevant Experience: 5-10 years of experience in facilities management, with a focus on managing office spaces of similar size (around 1500 sqm) and a workforce of 200-300 employees. 
• Industry Experience: Experience in managing facilities for shared services, corporate offices, or similar industries.  Experience with government compliance (PEZA, BOI etc) is a plus. 
• Maintenance Knowledge: Strong understanding of building systems, including HVAC, electrical, plumbing, and general maintenance. 
• Health and Safety: Familiarity with occupational health and safety standards, particularly for office environments. 
• Space Planning: Proficiency in space planning and management, including layout optimization and workspace efficiency. 
• Vendor Management: Experience in managing vendor relationships, negotiating contracts, and overseeing third-party service providers. 
• Project Management: Ability to oversee renovations, relocations, and other facility-related projects. 
• Leadership and Team Management: Ability to lead and motivate a team of maintenance staff and service providers. 
• Problem-Solving: Strong analytical and problem-solving skills to address unexpected issues swiftly. 
• Communication: Excellent communication skills for coordinating with internal teams, vendors, and upper management. 
• Customer Service Orientation: Focused on creating a safe, comfortable, and efficient working environment for all employees.