Admin Senior Specialist | For pooling  

Responsible for implementing the approved Admin processes and procedures at the site where he/she is assigned that cover building/facility upkeep and workplace administration, fleet management, travel management, budget management, office and pantry supplies management,
third party contract supervision, and logistical support to other departments.

Building and Facilities Management

• Ensures that the physical plant and structures, including fixtures, furniture and equipment under the Admin's area of responsibility are well kept and maintained.

• Schedules repairs and maintenance
  - Implements regular pest control - third party
  - Implements regular hygiene and sanitation checks of the facility - third party
  - Ensures that all fire extinguishers are calibrated regularly, and the fire detection and alarm system is working by testing it regularly

  - Ensures the proper allocation and provision of workstations to team members, new hires and third party contractors

  - Performs regular building audits to check conditions of amenities and implement replacements or restoration of such defective items found during such audits.

  - Ensures that all residual wastes and trash are properly segregated and timely disposed.

• Ensures that all basic building necessities such as light, power and air-conditioning units are available and in good working condition at all times.

• Ensures that all office equipment including communication such as phones, teleconferencing and internet connectivity are running, in coordination with IT.

• Assist in any building renovation plans.

Fleet Management

• Responsible for the proper dispatch of company vehicles according to the approved travel policy of the Company.
• Ensures that all company vehicles in his/her are of responsibility are maintained and kept in good condition at all times.
• Processes the company vehicle and those under the car plan’s registration, insurance and their renewal on time.
• Provides necessary documents in aid of filing for insurance claims.

Travel Management

• Assist traveling team members by providing all their transportation and accommodation needs according to the prevailing Company travel policy.
• Assist traveling guests in coordination with the host department.

Supplies Management

• Ensures that all pantry and office supplies are provided and adequately replenished on time.
• Implements ways and helpful programs that promote zero wastage of supplies
• Maintains an efficient supply tracking system for emergency food and sustenance
• Implements regular bacteriological tests of drinking water.

Budget Management

• Ensures the proper and timely disposition of funds allocated for Opex and Non-Capex items
• Attends departmental budget reviews with Finance regularly and be able to justify variances in expenses

Third Party Contractor Supervision

• Assigns tasks to utility personnel and monitors completion
• Assigns itinerary of driver/messenger daily x
• Assesses and evaluates performances of the third party contractors according to scheduled review periods.

Logistical and Courier Services

• Provides assistance to management and team members requiring errands to complete regulatory and official tasks
• Provides help during company events and meetings
• Facilitates the proper and timely delivery of documents to destination by courier

Billing and Payments Processing

• Processes invoices by utility companies, third party contractors, credit card companies, hotels, travel agencies, vendors and suppliers for payment, correctly and timely.
• Ensures that payments are processed and released according to agreed payment terms.

Revolving/Emergency Fund Management

• Ensures the proper handling and use of company funds according to approved Company policy
• Provides regular accounting of the funds on hand and the timely liquidation of expenses

Records and Data Keeping

• Ensures that all company records in hard copies that are entrusted to Admin, such as licenses, permits, registration papers, and the likes are kept safely and properly filed.
• Ensures that all such similar records in digital format are safely filed in the company issued laptops and protected by passwords that are shared to the Admin Supervisor.

• Professional: 1-2 years in administrative assistant capacity
• Leadership Experience: 1 year as Senior Admin
• Project Experience: with at least one completed project
• Graduate of any 4-year college course
• Strong analytical and planning skills
• Good communication and presentation skills
• Excellent problem-solving skills
• Strong organizational skills
• Trustworthy