Facilities and Admin Assistant

About Us:

Outsourced. ph is a leading ISO-certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1,000 talented professionals

Position Overview

The Admin/FA Assistant is responsible for supporting the overall management of office and IT assets at the KMC Alabang site, including the issuance, retrieval, and inventory of equipment. The role also handles PEZA documentation and submission requirements to ensure compliance. In addition, the Admin/FA Assistant provides administrative support for site operations, including organizing office events and coordinating with internal teams and external partners.

Key Responsibilities

Fixed Asset & Office Management

• Manage the issuance, retrieval, and inventory of office and IT equipment for the KMC Alabang office.
• Maintain an updated asset register with accurate tagging and documentation.
• Track accountability of staff-issued assets and coordinate with HR for onboarding and offboarding.
• Support office relocations, move-in/move-out activities, and liaise with suppliers, vendors, and building administrators.

PEZA Compliance & Documentation

• Handle the processing and submission of PEZA requirements for the Alabang site, including transfers, disposals, sales, and donations.
• Prepare and ensure completeness of PEZA documentation (e.g., Application Forms, Affidavits, Inventory Lists, Gate Passes).
• Coordinate with PEZA officers for inspections, audits, and approvals.
• Maintain a compliance tracker for all submissions and ensure timely release of Letters of Approval (LOAs).

Administrative Support & Events Management

• Assist in organizing office events, activities, and employee engagement programs for the Alabang site (e.g., venue coordination, supplies, vendors, communications).
• Coordinate with suppliers, service providers, and internal teams for office and event requirements.
• Manage day-to-day office operations, including documentation, filing, courier coordination, and monitoring of office supplies.
• Assist in scheduling meetings, events, and travel arrangements.
• Oversee office facilities, equipment, and supplies to ensure availability and functionality.
• Coordinate maintenance, repairs, and service requests with vendors or building management.
• Act as the main point of contact with government agencies, service providers, and building management.
• Process permits, licenses, and other regulatory requirements as needed.
• Handle official company errands, transactions, and external communications.
• Perform other administrative duties and responsibilities as may be required.

Qualifications

• Bachelor's degree in Business Administration, Management, or related field.
• At least 1-2 years of experience in PEZA compliance requirements, administrative support, fixed asset management, or related functions.
• Experience in events coordination or office activities organization is an advantage.
• Proficient in MS Office/Google Workspace (Excel/Sheets for tracking and reporting).
• Knowledge in CRM applications such as HubSpot, Netsuite, etc.
• Strong organizational skills and ability to multitask.
• Effective communication skills (oral and written) and ability to collaborate across teams.

Key Competencies

• Detail-Oriented & Organized – Ensures accuracy in inventory, compliance, and event logistics.
• Multitasker – Capable of managing admin tasks, PEZA compliance, and events coordination simultaneously.
• Collaborative & Reliable – Works well with internal teams and external partners.
• Proactive & Engaging – Takes initiative in event planning and supports employee engagement.

Work Conditions:

• Working location: KMC Alabang
• Department: Admin / Stock Control Team (Shared Resource)
• Working hours: Monday to Friday, 8AM - 5PM
• Work set-up: Full-time onsite

Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.

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