HR and Admin Supervisor - Manila

He/she manages vendor relations, office and accommodation maintenance, office and pantry supplies management, and administrative services, aligning facilities operations with the organization’s business objectives.

• Manage day-to-day and office operations including maintenance, repairs, and utilities including pest control, air-conditioning services, repairs, and seasonal décor.
• Ensure compliance with workplace safety, cleanliness, and regulatory requirements.
• Supervise procurement and inventory of office and pantry supplies.
• Oversee housekeeping to maintain a professional and secure workplace.
• Administration & Vendor Management
• Lead management of vendors and service providers related to the function.
• Monitor service level agreements (SLAs) and ensure cost-effective, quality delivery of outsourced services.
• Implement policies and procedures for administrative functions such as asset management, business card process, etc.

• Coordinate timely payment processing for:

o Europcar and other vendor rentals/services

o Insurance premiums

o Office utilities (electricity, water, internet, etc.)

• Maintain accurate records of payments and contracts, ensuring alignment with Finance policies.
• Track operational costs, identify efficiencies, and recommend improvements.
• Ensure sustainability practices are applied to reduce costs and environmental impact.

• Manage employee accommodation facilities, ensuring upkeep, utilities, and compliance with lease terms.
• Coordinate move-in/move-out, repairs, and regular inspections.

• Oversee company vehicles, including proper documentation, accountability forms, and usage monitoring in partnership with Procurement
• Coordinate with insurance providers (e.g., Sterling) for claims, repairs, and renewals.
• Ensure preventive maintenance and availability of vehicles for business use.

• Support office relocations, renovations, and workplace transformation projects.
• Manage communications, vendor coordination, and employee readiness for facilities projects

• Lead, supervise, and provide direction to office and accommodation staff (e.g., helpers).
• Oversee daily assignments, schedules, and performance to ensure smooth operations and quality service delivery.
• Coordinate maintenance work, repairs, and improvements, ensuring timely resolution of issues.
• Monitor staff attendance, discipline, and adherence to company policies.
• Provide training, coaching, and feedback to staff to improve service and operational efficiency.
• Manage resource allocation, including supplies and utilities, to ensure cost-effective operations.
• Serve as the escalation point for staff concerns, ensuring issues are addressed promptly.
• Prepare reports on staff performance, operational issues, and resource utilization for management review.

• Act as the primary liaison between the company and external vendors, service providers, and employees for HR-sponsored (i.e. CSR, townhalls, wellness programs) and/or employee-related events.
• Coordinate with internal stakeholders and departments to ensure alignment of events with company goals, culture, and branding.
• Oversee logistics including venue arrangements, supplies, equipment, catering, etc.
• Gather post-event feedback and prepare evaluation reports to measure success and identify areas for improvement.