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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.

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