Administration Manager - Taguig - Everise

Paglalarawan

Company Overview

Join us on our mission to elevate customer experiences for people around the world. As a member of the Everise family, you will be part of a global experience company that believes in being people-first, celebrating diversity and incubating innovation. Our dedication to our purpose and people is being recognized by our employees and the industry. Our 4.6/5 rating on Glassdoor and our shiny, growing wall of Best Place to Work awards is a testament to our investment in our culture. Through the power of diversity, we celebrate all cultures for their uniqueness and strengths. With 13 centers around the world and a robust work at home program, we believe great things happen when we work with people who think differently from us. Find a job you'll love today

Job Summary

The PH Administration Manager will be responsible for the seamless execution of all facility logistics requirement in order to execute on its prime duties and responsibilities and also to aid and work proactively with other line managers within the team in delivering a facility that's highly supportive, at par with world class standards on cleanliness, food safety and professionalism in dealing with internal stake-holders, visitors, contractors and other team members within the group.

The candidate will oversee multiple high traffic environments or sites within the Philippines ensuring all employees deliver and perform their work out of a well-managed and well-kept facility. This role shall be responsible for overseeing the housekeeping services, food services/safety, pest control and sanitation, materials/inventory management, fixed-asset tracking/records and up-to-date monitoring & management of the PHL AOP (Account Operating Plan) vs actual spending M-o-M for all Philippine sites of Everise Philippines.

This role must always ensure a safe, efficient, and productive environment for all employees always, this is critical in order to support agents, VIP clients/visitors, vendors/contractors ensuring all sites and workplaces are problem-free. The AM will further manage a team of administrative personnels based on each site, teams of external vendors, oversee and track facility-related budgets and ensure over-all compliance to all applicable regulatory standards.

The role requires pro-active collaboration with other team members and cross-functional groups including talent acquisition, finance, information technology, workforce planning, operations, legal, facilities management (i.e. corporate security/workplace safety, critical systems/environment), branding & marketing team.

Key Responsibilities:

• Responsible for the overall upkeep and high-quality delivery and safety of food services, safety & sanitation of all facilities, up-to-date renewal of all necessary permits and licenses needed for all site operations in accordance to country regulatory and Everise internal facility standards
• Ensure timely and accurate lodging of all purchase requisitions
• Ensure all vendors under management are vetted, audited regularly with no expired contracts
• Prepare annual, and timely deliver and execute on all events agreed and signed-off in the business calendar covering all services under scope
• Ensure vendors invoices are; 1. Validated accurately; 2. Paid timely 3; Has all the necessary substantiations for timely payout
• Ensure staffing is properly deployed in accordance to agreed manning and staffing matrix per site for all services
• Ensures contracts and other procurement documents are in order, signed-off, agreed and submitted before services are deployed at any time during business operations for all sites. No inactive or expired contracts for any 3P services deployed in any Philippine sites
• Ensure seat occupancy are recorded and tracked per site on a daily basis
• All necessary site permits and licenses required for operations as per regulatory requirement in place on-time (i.e. business permits, barangay clearances, fire safety inspection reports, etc.)
• Ensure monthly accruals are checked, validated and submitted for approval of supervisor in a timely manner, sent to finance for action
• Monitor AOP and CAPEX spending, especially variances on utility and services

People skills

• Emotional intelligence: ability to remain calm and objective under pressure, knowing how to lower the temperature in high-stress meetings
• Performance management: must have an excellent understanding of the "why" behind an employee's behavior or performance dip, allowing him/her to coach rather than discipline
• Conflict resolution: must know how to find solutions that satisfy the needs of the different stakeholders while keeping any task or project on-track
• He/she must know how to create an environment where people feel safe to take risks and admit mistakes and be the person people want to come to when there are questions and confusions ensuring quieter voices are heard and that the team culture respects diverse perspectives
• Work hand-in-hand and proactively with the different sub-groups within the team; Physical Security, Workplace Safety head, Critical systems & environment head and with the different line heads of the other departments

Vendor management

• Ability to work excellently with procurement to ensure all Facilities vendors are cleared for engagement, all required vendor documentations are vetted and provided on time to procurement and/or finance
• Ensure proposals are clear, properly structured and compliant not only to company & finance policies
• Prepare all required abstracts and comparison matrix for executive and leadership decision whenever such need arises
• Manage all vendor engagements positively, resolve all critical issues urgently to avoid
• downtime and disruptions
• Ensure all facility administration records are in order and updated per site

Inventory management

• Manage stock-levels and initiate replenishment urgently without delays following corporate approval lines
• Institute site inventory audit at least once a year, present audit results accordingly
• Track and record all asset movements and work together with security to ensure transfers (farm-in, outs) are documented and authorized at all times

Reporting & Compliance

• Provide regular/weekly updates to supervisor and colleagues on vendor services, status of contracts, validation of vendor invoices and billings
• Ensure that master-files are regularly visited and updated on a weekly basis.
• Oversee documentation, recordkeeping, and contract administration as regards services under management

Qualifications:

• Bachelor's degree on Business Administration, or Secondary or advance learnings in inventory management, contract management, labor code of the Philippines
• Minimum 7~10 years of experience managing teams in a BPO set-up performing office administration focused on day-to-day operations like staffing, vendor management, health and safety
• Skill in managing multiple direct reports, agency personnel
• Ability to understand, create/modify and interpret/analyze performance reports and define KPI's for direct reports and service segments under watch and management.
• Strong knowledge of labor laws, housekeeping services delivery in facilities management, real estate project construction management, permitting & licensing of business operations, budget/actual performance monitoring
• Very good to exceptional MS Excel, MS Word and MS Powerpoint skills, including staffing schedules and budgeting, and risk mitigation
• Ability to manage stress and tight deadlines in a fast-paced environment.
• Strong analytical and problem-solving abilities.
• Excellent communication and negotiation skills.

Work Conditions

• Combination of office and field work; occasional travel to job sites and stakeholder meeting
• Combination office reporting and WAH , mostly office reporting

Certifications (Preferred)

• Safety officer, Pollution control training
• Six Sigma Certification (green, black or blue belt)