Senior Executive – Admin, Facilities and Procurement

The Senior Executive for Admin, Facilities, and Procurement is responsible for overseeing day-to-day administrative operations, managing facilities and office infrastructure, and handling end-to-end procurement processes. This role ensures operational efficiency, cost control, vendor compliance, and a safe, well-maintained workplace aligned with company policies and Philippine regulatory standards.

Key Responsibilities:

1. Administrative Management

• Oversee daily administrative operations and ensure smooth office functions
• Manage office supplies, asset inventory, and documentation
• Implement and enforce company administrative policies and procedures
• Supervise admin staff and ensure productivity and accountability

1. Facilities Management

• Ensure proper maintenance of office facilities, equipment, and utilities
• Coordinate with building management, contractors, and service providers
• Oversee office renovations, space planning, and workplace improvements
• Ensure compliance with DOLE, fire safety, and local government regulations
• Handle workplace safety, security, and emergency protocols

1. Procurement Management

• Manage end-to-end procurement (sourcing, RFQ/RFP, negotiation, awarding)
• Maintain supplier/vendor database and evaluate vendor performance
• Ensure cost efficiency and adherence to procurement policies
• Monitor contracts, renewals, and service level agreements (SLAs)
• Process purchase requests and ensure timely delivery of goods/services

1. Budget & Cost Control

• Prepare and monitor admin, facilities, and procurement budgets
• Identify cost-saving opportunities without compromising quality
• Track expenses and ensure alignment with approved budgets

1. Compliance and Governance

• Ensure adherence to company policies and audit requirements
• Maintain proper documentation for procurement and admin processes
• Support internal and external audits

1. Stakeholder Management

• Liaise with internal departments for operational needs
• Coordinate with external vendors, contractors, and service providers
• Provide regular reports to management on operations and expenditures

Qualifications:

• Bachelor’s Degree in Business Administration, Management, or related field
• At least 2 - 5 years’ experience in Admin, Facilities, and Procurement
• With supervisory or leadership experience
• Strong knowledge of procurement processes and vendor management
• Familiarity with Philippine compliance (DOLE, BFP, LGU requirements)
• Proficient in MS Office (Excel, reporting, tracking tools)
• Skills & Competencies
• Strong negotiation and vendor management skills
• Leadership and people management
• Strategic thinking and problem-solving
• Attention to detail and compliance-oriented
• Excellent communication and stakeholder management
• Ability to handle multiple priorities in a fast-paced environment

Work Set Up:

• Full-time, onsite (common for facilities role)
• May require availability for emergencies or after-office hours coordination