Admin and Vendor Specialist

The Admin and Vendor Specialist will assist the Head of People and Culture in overseeing the overall management of the office premises and facilities. The role will be managing mostly facilities management-related tasks such as but not limited to overseeing incident reports regarding office facilities, managing calendar events of meeting rooms, vendor management and payment, supplies monitoring, laptop requests and monitoring, coordination with the building admin.

The Admin and Vendor Specialist will provide updates and efficient status reports to the Head of People and Culture on all aspects of office facilities management. Analysis, critical thinking and problem-solving skills and strategies will be essential in tracking and monitoring activities and presenting recommendations and suggestions to the Head of People and Culture. Lastly, this role will also be responsible in carrying out administrative tasks, providing seamless delivery experience to the company's decision-makers.

Responsibilities:

Support the Head of People and Culture by overseeing and tracking projects related to facilities management, including, but not limited to schedules, plans, resource allocation, risks and issues, and status reports.

1. Event Management

• Lead the planning, budgeting, coordination, and execution of internal events, campaigns, and office celebrations.
• Liaise with relevant departments and vendors to ensure seamless event support and logistics.
• Manage post-event evaluations and payment processing.

2. Office Management

• Ensure that all office supplies and necessities are well-stocked and maintained monthly.
• Oversee general office upkeep, including cleanliness, equipment, and facilities of coordination.
• Coordinate closely with housekeeping personnel from time to time.

3. Logistics Coordination

• Arrange and monitor logistics services to support company operations and team requirements.
• Coordinate travel, transportation, courier services, and other logistical needs.

4. Vendor Management

• Develop and maintain strong relationships with new and existing vendors.
• Negotiate pricing, service agreements, and terms to benefit the company.
• Ensure vendor deliverables are met on time.
• Process all P&C PO's via Xero and ensure completion and timely payment of vendor.

5. Security and Access Card Management

• Facilitate the enrollment of access for new hires and deactivation for resigned employees.
• Maintain proper tracking and management of employee access and company-issued assets.

6. Asset Management

• Maintain accurate records (both digital and physical) of asset issuance, transfers, and returns.
• Coordinate with IT for tracking and allocation of IT-related equipment.
• Conduct periodic inventory and audits of office and studio assets.

7. Budget Tracking

• Monitor and track all administrative and departmental expenses.
• Ensure timely and accurate reporting of expenses in alignment with budget allocations.
• Support budget planning processes by providing reliable expense data and insights.
• Support in credit card reconciliations for all expenses from the admin and P&C department.

8. Recruitment

• Support talent acquisition team for internship recruitment and other ad hoc tasks

9. Ad Hoc Tasks

• Ad Hoc responsibilities that may be needed by the Head of People and Culture.

Requirements:

• Bachelor's Degree or equivalent relevant experience
• DOLE Safety Officer 2 certified or working on completing the certification
• Experience in project management and administrative tasks
• Excellent written and verbal communication skills
• Demonstrate high level of confidentiality and proactiveness in dealing with task at hand
• Knowledge of both theoretical and practical aspects of project management techniques, and tools
• Highly adaptable in a fast-paced environment, critical thinker, strong problem-solving skills
• Ability to collect, track, and analyze multiple data sets
• Keen Attention to details and can work independently requiring minimal supervision
• Ability to build rapport and collaborate with others within the organization and externally
• Proficient in Microsoft Office, Zoom, and other business tools