Admin Facilities Specialist
January 22, 2025 | Alabang
What we’re looking for:
• At least 3 years of experiences in Facilities Management and Administration;
• Has an extensive understanding in Building and Equipment Maintenance
• Knowledge of market specifics on vendor management negotiations, 100% Compliance of Agreements Finalization Management - Live & Renewals of agreements, Preparing pre & post agreement checklist and Implementation of agreement terms on monthly;
• Strong background in Vendor Management and Contract Management;
• Strong written and verbal communication and organizational skills;
• Strong attention to details and instructions;
• Amenable to extend working hours, if necessary
• With strong sense of discretion and confidentiality;
• Willing to work on shifting schedule
• Proficiency in MS Office and other business software.
Principal Functions & Responsibilities
- Vendor selection and onboarding: Identifying and selecting the best vendors to meet the organization’s needs, and ensuring that they are properly onboarded.
- Contract management: Drafting, reviewing, negotiating, and managing contracts with multiple vendors to ensure that they meet the organization’s requirements and are legally binding.
- Vendor performance management: Monitoring vendor performance against key performance indicators (KPIs) and ensuring that vendors are meeting their contractual obligations.
- Risk management: Identifying, assessing, and mitigating vendor-related risks to protect the organization’s reputation and assets.
- Vendor lifecycle management: Managing the entire vendor lifecycle, from selection to offboarding, to ensure that vendors are managed effectively throughout their engagement with the organization.
- Data management and reporting: Collecting and analyzing vendor data to identify trends, opportunities for improvement, and cost savings.
- Relationship management: Developing and maintaining positive and mutually beneficial relationships with vendors to enhance the customer experience.
- Inspects vehicle to ensure that it is in a clean and in operable condition; completes
- inspection paperwork/checklist; reports the need for service or repair; ensures that
- vehicles are scheduled for routine maintenance as required.
- Coordinates and plans scheduling of shuttle service for employees
- Routes daily trips in an efficient, effective and safe manner
- Scheduling transportation services, allocating drivers, and planning routes.
- Keeping transportation operations within budget without compromising efficiency.
- Processing transportation documentation and monitoring drivers' logbook entries.
- Collaborating with internal departments to optimize transportation services.
- Oversee the cleanliness and safety of company premises
- Ensure facility systems (building, sanitary, mechanical, electrical) are functioning optimally.