Admin Senior Specialist | For pooling
Aboitiz Power Generation Group
- Maco, PhilippinesNAC Tower, 32nd Street, Bonifacio Global City, Maco, Davao Region, PhilippinesMacoDavao RegionPhilippinesPhilippines
- Full timeFULL_TIME
Job Description
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.
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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.
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Ensures that all basic building necessities such as light, power and air-conditioning units are available and in good working condition at all times.
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Ensures that all office equipment including communication such as phones, teleconferencing and internet connectivity are running, in coordination with IT.
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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.
Minimum Qualifications
- 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
Jobs Summary
- Job Level
- Associate / Supervisor
- Job Category
- Administration and Coordination
- Educational Requirement
- Bachelor's degree graduate
- Recruiter response to application
- Sometimes
- Office Address
- Maco, Compostela Valley