Administration and Facilities Manager

Administration & Facilities Manager

Hybrid- Ortigas, Pasig City

Are you interested to work as an Administration & Facilities Manager? In this role, you will lead and manage all administrative, facilities, and operational functions of the Grundfos Philippines offices.

What is the Job all about?

This role ensures efficient office operations, compliance with local regulations, and delivery of high-quality support services to internal stakeholders. In addition, the role provides strategic oversight of administrative processes, vendor management, and governance activities while fostering a collaborative and productive work environment.

This position is based in the Grundfos IS Support & Operations Centre Philippines, Inc. (GIS), Ortigas office and reports directly to the Country Director, Philippines. The role maintains strong working relationships with internal stakeholders such as Finance, HR, IS, and Group Facilities, as well as external vendors and regulatory bodies, acting as a liaison to ensure smooth coordination, compliance, and effective execution of administrative and operational activities.

Your main responsibilities:

Office Administration & Governance

• Manage office operations, including facilities, security, cleaning, pantry, and general office IT related coordination
• Oversee vendor management and contract renewals for office services
• Monitor space utilization, seating plans, and hybrid work schedules
• Coordinate lease reviews, renewals, and office fit-out projects in partnership with Group Facilities and Finance
• Prepare and submit business cases for office expansions or space-sharing options
• Perform ad hoc administrative tasks as required to support smooth office operations and address urgent needs not covered in the job description

Compliance & Policy Support

• Ensure local compliance with company policies and Philippine regulations
• Support admin and facilities related policy reviews and communicate updates to employees.
• Maintain statutory records and assist with routine compliance filings

Financial & Budget Coordination

• Track office-related expenses and validate charges against budget
• Prepare quarterly cost reports and assist in annual budget proposals for facilities and administrative needs

People & Engagement Support

• Support in organizing local engagement activities, annual employee events, and town halls.
• Coordinate logistics for leadership meetings, country forums, and cross-functional activities.
• Maintain trackers and prepare presentations for internal meetings

Document & Contract Management

• Review all contracts and employment-related documents thoroughly to ensure accuracy and compliance before presenting them for signature
• Maintain organized filing systems for core documents and ensure timely updates

Business Continuity & Safety

• Coordinate emergency drills and business continuity planning with Lead Facilities Coordinator and BCP Committee
• Support incident reporting and ensure compliance with global and local health and safety standards

Facilities Management

• Accountable for ensuring that all facilities-related tasks are carried out effectively by the Facility coordinators

Stakeholder Coordination

• Provides leadership and oversight to ensure alignment and efficiency across all administrative and facilities-related tasks
• Act as the primary point of contact for internal stakeholders on administrative matters
• Schedule and manage stakeholder meetings, prepare agendas, and follow up on action items

Leadership Responsibilities

• Manage and supervise the daily operational performance of dotted-line teams (Lead Facility Coordinator and GPP/GIS Admin Team), ensuring tasks are completed efficiently and providing regular feedback and goal alignment
• Coach and mentor team members to enhance skills and professional development
• Provide input to Country Director on periodic performance reviews and recommend training or development opportunities
• Ensure effective collaboration and communication across teams to achieve operational excellence
  Promote a positive work culture and uphold company values in all leadership interactions

Your background:

• Bachelor's degree in business administration, Management, or related field.
• Minimum 10 years of experience in office management or administrative leadership roles.
• Strong knowledge of Philippine labor laws and compliance requirements.
• Excellent organizational and project management skills.
• Proficient in MS Office and familiar with SAP or similar systems.
• Proven experience supporting key business initiatives.
• Possess strong knowledge of best practices and relevant practices, systems in Administration and Business Support.

What's in it for you?

Whether it's developing leadership skills or advancing your expertise even further, we'll support you with continuous learning and development opportunities, to help discuss and steer your long-term Grundfos career path. You'll be welcomed from day one into an inclusive, trusting environment guided by six core values.

• Development opportunities in an international environment
• People- and value-focused organization culture
• Social- team and sport events
• Training opportunities

Do you want to learn more?

If this job sounds appealing, please send your resume and cover letter by clicking "Apply".

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We look forward to hearing from you.