Building Administration Officer

Main Job Purpose

The Building Administration Officer is responsible for ensuring that all clinic facilities, equipment, and utilities are well-maintained, compliant with government regulations, and safe for both employees and clients. The role oversees building maintenance, repairs, and compliance documentation, and coordinates with third-party service providers for security, housekeeping, and utilities. The position supports the operational efficiency and regulatory compliance of multiple clinic branches through proactive monitoring and coordination.

Organizational Context

This role operates under the Administrative Department and works closely with Operations, HR, Finance, and Clinic Management teams. The position ensures that all clinic branches maintain operational readiness, compliance with safety and building regulations, and reliable support services from external providers. The role contributes to the clinic's smooth day-to-day functioning, employee safety, and client experience by ensuring that all facilities and utilities are operational and compliant.

Key Responsibility Area

1. Facility and Building Maintenance

• Conduct routine inspection and preventive maintenance of clinic facilities, including electrical, mechanical, plumbing, air conditioning, and general infrastructure.
• Coordinate with contractors and technicians for repairs and upkeep.
• Monitor and maintain an updated maintenance log for all clinic branches.

2. Compliance and Permits Management

• Ensure timely renewal of government permits and compliance with local and national regulations (e.g., Fire Safety Inspection Certificate, Sanitary Permit, DOLE, DENR, LGU clearances).
• Coordinate with relevant agencies for inspection schedules and compliance documentation.
• Maintain accurate records of all building-related licenses and certifications.

3. Third-Party Coordination

• Oversee the performance of outsourced services such as security, housekeeping, pest control, waste management, and utilities.
• Ensure adherence to service level agreements (SLAs).
• Evaluate and recommend service providers to ensure reliability and cost-effectiveness.

4. Utilities and Asset Management

• Monitor electricity, water, internet, and other utility consumption and resolve issues promptly.
• Maintain inventory of building tools, equipment, and assets.
• Ensure that all utility accounts are updated and settled to prevent service interruption.

5. Safety and Emergency Preparedness

• Support implementation of safety programs (fire drills, emergency evacuation plans, first aid, and hazard identification).
• Ensure clinics meet safety standards for clients and employees.
• Coordinate with building management for emergency response and safety inspections.

6. Budgeting and Cost Control

• Prepare annual maintenance and utility budget projections.
• Ensure prudent use of resources and monitor cost efficiency of building operations.
• Recommend cost-saving initiatives related to energy and facilities management.

7. Reporting and Documentation

• Prepare regular reports on facility status, compliance, and third-party performance.
• Maintain updated records of contracts, permits, and inspection reports.
• Submit incident reports and corrective action plans for any facility-related concerns.

Key Work Relationships

A. Internal

1. Administrative / Operations Manager - Reports on facility conditions, compliance, and performance metrics

1. Clinic Branch Heads / Supervisors - Coordinates maintenance schedules and branch facility requirements

2. HR Department - Coordinates on safety and employee welfare programs

4. Finance Department - Coordinates on budget, billing, and payment processing for service providers

B. External

1. Contractors / Service Providers - Oversees performance of security, housekeeping, pest control, and maintenance vendors

1. Building Administrators / Landlords - Coordinates for building-related concerns and lease compliance

2. Government Agencies (e.g., LGU, BFP, DOLE, DENR, DOH) - Secures permits, clearances, and compliance certificates

3. Utility Providers (Meralco, Maynilad, Internet Providers) - Coordinates billing, service maintenance, and reconnection requests

Key Competencies and Skills

1. Technical Knowledge

2. Knowledge of building maintenance systems (electrical, plumbing, HVAC, structural)

3. Familiarity with safety, environmental, and health compliance standards (BFP, DOLE, DENR, LGU)

4. Administrative and Organizational Skills

5. Strong documentation, scheduling, and records management skills

6. Ability to manage multiple sites and prioritize maintenance tasks

7. Vendor and Contract Management

8. Skilled in evaluating supplier performance and managing service contracts

9. Ability to negotiate service agreements within budget constraints

10. Analytical and Problem-Solving

11. Capable of diagnosing building-related issues and recommending corrective actions

12. Communication and Coordination

13. Strong interpersonal and communication skills for liaising with internal departments and external partners

14. Integrity and Accountability

15. High ethical standards in vendor dealings, procurement, and documentation

16. Adaptability and Initiative

17. Proactive approach to maintenance and compliance requirements, with the ability to respond promptly to emergencies

Educational and Professional Qualifications

1. Education

Bachelor's Degree in Engineering (Mechanical, Electrical, Civil, or Industrial), Facilities Management, or related field

1. Experience

Minimum of 3–5 years of experience in facilities or building administration, preferably in a medical, clinic, or corporate environment

1. Certifications (Preferred)

2. BOSH or COSH Certification (DOLE-accredited) 

3. Fire Safety Officer Training 
4. Facilities Management or Property Management Certification

Other Requirements

• Proficiency in MS Office and facility management systems 
• Willing to travel or be assigned to multiple clinic branches 
• Knowledge of local building codes and regulatory requirements

Work Location: Assigned Pre-Employment Medical Clinic branches (multi-site)

Job Level (WTW GGS): Typically Grade 12–13 (Professional – Experienced Individual Contributor)