Admin and Facilities Associate

Admin and Facilities Associate is responsible for the day-to-day operations of the Admin and Facilities department. Tasks involve administrative, vendor management, stakeholder management, and facilities management with added function of guiding the Admin and Facilities Assistant.

Responsibilities

Administrative Tasks

• Acts as POC for all OSH related concerns (such as but not limited to joining OSH meeting, conducting safety walks, and etc.)
• Make sure that all Capex and non-capex items that would require PEZA permits are filed on time
• Safekeeping of all important documents. Like (surety bonds. BOC COR, PEZA permits, OMB, etc.)
• Make recommendations to implement improved processes
• Mentor Admin Assistant, providing support and guidance
• Delegate task effectively and ensure deadlines are met

• Prepare agendas, minutes and coordinate meetings and events

• Create presentation, and budget reports

• Develop, implement, and improve office policies & procedure
• Review, consolidate and submit recommendations on all admin reports

Vendor Management

• Oversees vendor selection, evaluation, and ensure the highest level of service delivery.
• Assist in negotiating a contract with suppliers to obtain best price and service, competitive bidding for vendor services.
• Maintain contractual and business relationships with vendors to communicate policies, expectations, payment information, and areas of improvement.
• Coordinates with suppliers/vendors for the purchasing and canvassing of requirements needed by the different dept.
• Monitoring of recurring and non-recurring invoices, reconciliation of the unpaid invoices.
• Preparation of comparison report /canvass sheet.
• Create monthly vendor and consumables reports to present trending, historical costs, and changes in consumption rates with regard to expense details, budgeting, and pricing.
• Monitors and evaluates third party (such as vendor, pantry concessionaire) performance.

Stakeholder Management

• Assists inquiries / complaints of employee from time to time.
• Assisted employees in coordinating incident reports to provide feedback to management concerning possible problems or areas of improvement.
• Assist managers for any events, visitors, and occasions preparations.
• Serves as a liaison between accounting department and Operations staff.
• Determine core competencies and design ways and means to optimized output of Security Officer, Maintenance, Utility and Housekeeping Personnel.
• Facilitate corporate account application and partnerships.

Facilities Management

• Conducts monthly physical Inventory of office equipment, supplies and furniture’s.
• Conducts roving and monitoring of facilities and prepares incident and post mortem for progress.
• Facilitate a weekly roving to all offices and prepares incident report for progress.
• Checking of registers for all inward and outward items, materials, and equipment.
• Facilitation, repair and maintenance of office property within premises.

• Proficiency in Excel, Excel Online, Google Sheets or similar tools.
• Skill in using of engineering instruments, tools and equipment.
• Knowledge of building construction processes and procedures, equipment, tools, materials, and their application.
• Knowledge of inspection, investigation techniques and technical works for facilities equipment.
• Knowledge of the standards, codes and regulations pertaining to the construction, installation and maintenance of the structure and equipment.
• Strong organizational skills.
• Strong analytical skills.
• Can work under pressure.
• Must have excellent time management and coordination skill.
• At least 2 years of experience in administrative role/s.
• Proven experience providing high level admin support to executives and senior management.
• Must have working knowledge in construction and project management.
• Graduate of any 4 year course or any administrative related course.

What do we offer?

Keywords Studios is dedicated to following a well-established Equal Opportunities Policy. We endeavor to create a workplace which provides equal opportunities for all employees and potential employees.

Benefits:

• Non-taxable Allowances
• HMO and Life Insurance
• Paid Time Offs
• Annual Wellness Subsidy
• Hybrid Work Setup

By providing your information in this application, you understand that we will collect and process your information in accordance with our Applicant Privacy Notice. For more information, please see our Applicant Privacy Notice at https://www.keywordsstudios.com/en/applicant-privacy-notice.

Role Information: EN

Studio: Keywords Studios

Location: Asia Pacific, Philippines

Area of Work: Player Engagement

Service: Engage

Employment Type: Permanent

Working Pattern: Hybrid