Admin Facilities

2 weeks ago

Manila, National Capital Region, Philippines IWG Full time

About the company

IWG has been at the forefront of the flexible workspace revolution for more than 30 years. We have made it possible for organisations and individuals everywhere to take a new approach to the traditional working day. We have over 3,400 locations across over 110 countries allowing millions of people every day to have a great day at work.

Our customers are start-ups, small and medium-sized enterprises, and large multinationals. With unique business goals, people and aspirations. They want workspaces and communities to match their needs. We provide them with choice through our portfolio of brands, covering serviced offices (Regus, Spaces, HQ, Signature and No18), commercial real estate brokerage and managed office solutions.

Join us at

Job Purpose:

To support different GSC sites pertaining to Admin, Facilities, Procurement and BCP concerns on a day to day basis.

The role covers a broad range of duties and responsibilities including facilities management, administration management, procurement management, workspace capacity management, clinic management, transportation management, clinic management, office renovation from planning to handover, BCP activation, finance reporting, staff communication and document control.

Key Competencies:

1. BCP Management

  • Updating the BCP Document
  • Conduct BCP testing and actual BCP Activation to cover 2 sites
  • To lead during BCP activation incase the BCP Manager is not available
  • Manage the business continuity program that is executed when business as usual is affected by an unexpected event, including the management of a system to broadcast information to staff in the case of emergency situations, activation and monitoring of Emergency Transport System (ETS), etc.

2. Construction and Workspace Capacity Management

  • Manage the allocation of workstations for each team
  • Manage planning of new space, conduct bidding, construction implementation and project handover

3. General Office Management

  • Coordinate procurement activities, office supplies (e.g. stationery, furniture), mobile communications, etc.
  • Management of office supplies
  • Management and upkeep of sites
  • Knowledgeable on DOLE and other LGU policies

4. Information Management

  • Upkeep, maintain & update relevant files/quality records and documents both manually & electronically which includes the BCP Document
  • Screens & determine the importance of all incoming/outgoing documents, identify course of action to be taken and monitor its resolution or completion
  • Check Payment processing and releasing to suppliers, contractors, etc.

5. Communication

  • Provides frequent and timely feedback to external customers and Managers
  • Creates presentation materials with substance and form; making use of appropriate tools and mediums

6. Systems Application Usage

  • Use system applications to improve processes and work flows

7. Strategic Networking and Partnering

  • Maintains business relations with established contacts both internal and external such as government agencies, competitors, industry organizations, suppliers and customers
  • Facilitates dialogues and discussions with customers, industry players, banking institutions, trade organizations, government and others.

8. Procurement Management

  • Gathering of detailed specifications, quotations and contracts
  • Facilitate checking of deliverables of each Supplier and Contractor based on agreed specifications of each item

Preferred Candidate Profile:

  • Engineering or Architectural degree from a reputable school or university
  • Must be a Security Officer 3 (SO3) Certified
  • Preferably at least 3 years experience in a shared service environment
  • Must have at least 3 years in a supervisory or management role
  • Excellent verbal and written communication skills in English language
  • Knowledge in Microsoft Office Suite (e.g. Word, Excel, PowerPoint, etc.)
  • Knowledge in Autocadd and IT Infrastructure is a plus
  • Renovation/ Construction Management background is a plus
  • Good interpersonal skills
  • Very confident
  • Must be flexible, can work long hours when needed, works well under pressure
  • Knowledge in Business Continuity is a plus.
  • Amenable to work at Fort Bonifacio Global City Taguig

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