Site Administration Lead

2 weeks ago

Ayala Alabang, National Capital Region, Philippines W. R. Grace & Co. Full time

Job Description

The Site Administration Lead is tasked with managing daily site operations, encompassing facilities management, administration, health and safety compliance, and business continuity support. This position requires the supervision of third-party contractors to ensure a safe, clean, and efficient working environment.

Responsibilities (1 of 2)

Administration:

  • Procure office supplies through the Source to Pay process.
  • Manage key vendor relationships that support the site
  • Monitor contracts and perform basic accounting tasks.
  • Organize and coordinate site wide meetings and events.
  • Assist with visa processing for international travel.
  • Support the Manila Leadership team and manage visitor logistics.
  • Coordinate with HR for new hire onboarding activities.
  • Act as site receptionist, welcoming visitors, managing incoming and outgoing mail and deliveries.

Facilities Management:

  • Manage building administration and parking.
  • Work with the Site leader to ensure the office space meets and maintains building requirements and government regulations.
  • Coordinate contracts regarding third-party service providers including cleaning, security, maintenance services and leases.
  • Evaluate and submit recommendations for repairs, refurbishments, and maintenance of the office facility to the GBS Site Leader for approval.
  • Responsible for scheduling regular facility inspections to ensure optimal functioning and safety.
  • Oversee site maintenance projects and activities.
  • Prepare reports and documents for regulatory compliance

Responsibilities (2 of 2)

Health and Safety:

  • Coordinate with EHSS on reporting health and safety related incidents.
  • Responsible for implementing workplace health and safety policies directed by global EHSS or local authorities
  • Lead safety initiatives, conduct regular safety audits and drills and manage emergency supplies.
  • Ensure the office environment complies with relevant safety regulations and standards.
  • Participate as a member of the Business Continuity planning committee and be responsible for managing and keeping plans and protocols current.
  • Assist in the testing of BCP at a minimum of twice per year.

Required Qualifications

  • Bachelor's degree in business administration, or a related field.
  • 3-5 years of experience in facilities coordination, administration, or a similar role.
  • Have basic accounting skills for managing budgets, contracts, and expenses.

Benefits

  • Guaranteed 14th month Pay
  • Above-market Retirement Plan Design
  • LinkedIn Learning Access
  • Established Performance Incentive Program
  • HMO coverage for employees on day 1
  • Free HMO coverage for up to 3 qualified dependents
  • Educational Assistance

Grace is not accepting unsolicited assistance from search firms for this employment opportunity. Please, no phone calls or emails. All resumes submitted by search firms to any employee at Grace via email, the Internet or in any form and/or method without a valid written search agreement in place for this position will be deemed the sole property of Grace. No fee will be paid in the event the candidate is hired by Grace as a result of the referral or through other means.

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