Admin Executive Assistant

Job Location :   Ortigas, Pasig City, Philippines

Hiring Manager : AVP, Facilities Management

Role directly reports to : AVP, Facilities Management

Duties & Responsibilities :

• Procurement and Purchasing Management
• Logistics
• Assets Administration and Management Routinely re-order department supplies
• Update mail / phone directories
• Manage the cleaning contractor to ensure cleanliness of office area, pantry, common area and toilets;
• Monitor the performance of on-site duty security guard.
• Manage the security cameras and security door access system in the office;
• Maintain visitor log and key management if required;
• Access cards / office keys : maintaining the key register and ensuring that the register is up to date with the latest information;
• Act as the main point of contact for staff queries around the office and facilities;
• Liaison with landlord for facilities related matters : being the main point of contact for any issues with the office;
• Ensuring that the stationery is stocked and any special requests are ordered;
• Ensuring the pantry supplies are stocked and any special requests are catered for;
• Liaise the budget request (BR), purchase request (PR), and complete the process of receiving in the Insight System and work with Group Finance to settle the invoice payment;
• Attend the training organized internally in order to learn how to use the Insight System properly and comply with company regulations and polices;
• Arrange any visitors or customers’ visit for food & drink and coordinate company events if necessary.
• Ensure all Philippine Government compliances and regulations are fully always complied.

Office Support

The successful candidate must have :