Admin & Facilities Manager
1 week ago
About the job
Salmon is a fast-growing consumer FinTech group, founded in July 2022 with the vision of creating the best credit-led, technology-centric bank in Southeast Asia. We chose the Philippines to be our first market and are now a licensed bank and consumer-lending group.
Salmon was founded by three Co-founders who built and held senior leadership positions at Tinkoff, a highly successful tech-enabled bank that reached a market capitalization of more than US$20bn. Salmon has built a highly qualified and global team of finance and technology professionals and is backed by world-class investors, which include International Finance Corporation (a member of the World Bank Group), Lunate (an investment management vehicle affiliated to the sovereign wealth fund of Abu Dhabi), and other prominent Fintech investors.
We are building a financial technology business that works impeccably 24x365, creating thousands of jobs and providing high-quality access to finance for millions of Filipinos — and would love to have you join us on this journey. The new world is ours to discover together.
Primary Responsibilities
I. Administrative Support
a. General Office Management and Continuing Operational Enhancements
- Ensure the efficient implementation of and initiate continuing improvements to administrative and facilities-related processes and systems;
- Support in the overall office supply and asset management across all subsidiaries;
- Ensure that office equipment is properly and regularly maintained and serviced;
- Assist in the organization and maintenance of files and records;
- Assist in the efficient management of incoming and outgoing documents, parcels, boxes, item deliveries, etc.; in terms of receiving and/or dispatching, recording and facilitating actual handover to the right recipient/owner and/or messenger;
- Participate in the planning, coordination, and implementation of employee engagement programs;
- Facilitate information dissemination such as but not limited to weather updates, earthquake and fire drill activities, etc.;
- Ensure timely responses and appropriate action in addressing admin and facilities-related inquiries, concerns, and requests;
- Support planning, coordination, and execution of logistical arrangements for meetings, events, and other activities including but not limited to room set-up and catering;
- Support other projects as assigned.
a. Space Management and Maintenance Oversight
- Support in overseeing office layout and space utilization;
- Assist in planning, coordinating, and mobilizing office moves, fit-outs, and renovations;
- Ensure the cleanliness, functionality, and orderliness of the office environment;
- Support efficient and orderly storage management;
- Coordinate the regular repairs and maintenance activities;
- Ensure compliance with health and safety regulations;
- Ensure that regular safety inspections are conducted;
- Assist in identifying risks and support in the implementation of risk management programs, disaster recovery, and business continuity plans;
- Uphold cost efficiency across all transactions;
- Liaise with vendors and service providers for office supplies, maintenance, security, and other facility-related needs;
- Support the expansion of the pool of vendors across all office requirements;
- Ensure the complete submission of vendor accreditation requirements;
- Ensure consistent monitoring and delivery of vendor KPIs and SLAs;
- Ensure complete submission of invoicing requirements;
- Work with the Finance team in ensuring timely payments;
- Support and assist in driving the team's operational efficiency;
- Assist in the supervision of the team's day-to-day activities and schedules;
- Cross-train the team members as much as possible;
- Assist in identifying areas for individual and team improvement and help initiate the subsequent mitigating and long-term development plans for the team;
- Must have a bachelor's degree in business administration/management or any related course;
- Must have at least 6-10 years of experience in general office administration, facilities and/or property management; hospitality, vendor, transport, and procurement management;
- Must have extensive experience in managing office fit-outs, renovations, and similar;
- Must have extensive experience in effectively communicating and presenting to senior leaders within international organizations. Adept at translating complex information into clear, strategic insights to drive decision-making at the executive level;
- Must have extensive working knowledge of occupational health and safety requirements;
- Must have the ability to maintain and protect confidentiality;
- Must have strong interpersonal skills with a problem-solving mindset;
- Must have the ability to follow instructions and work independently; with a keen eye to detail and is thorough in completing work tasks;
- Must be adaptable and flexible with high emotional intelligence to navigate through constantly changing priorities, scenarios, and schedules with a diverse set of personality profiles;
- Must be willing to frequently travel and be assigned to any of the existing and potential subsidiary locations (i.e. across Taguig, Mandaluyong, Sta. Rosa, Laguna, and Bacoor, Cavite);
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