General Services Head

II. JOB OBJECTIVE

Under the general direction, responsible for the development, implementation and evaluation of strategies, policies and activities to ensure safety, integrity, authenticity and completeness of corporate records and externally regulated controlled documents; manages the acquisition, delivery and maintenance of logistic and facilities services at the right time, correct specifications and right cost to sustain continuous work in the head office and branches

III. DUTIES AND RESPONSIBILITIES

A. Records Management

1. Manages the control, safekeeping and disposal of corporate records and documents

2. Oversees release of approved circulars and policies of the company

3. Establishes safekeeping and confidentiality mechanisms of corporate documents/records received for archiving

4. Manages the entire mailing process to ensure that documents are received and/or mailed on time

5. Manages the development and administration of procedures for documenting and safekeeping of complete records, notarized contracts and other documentary requirements, confidential corporate files, Official Receipts (OR), Sales Invoices (SI) and other documents controlled by external regulating bodies such as the Securities and Exchange Commission (SEC) and Bureau of Internal Revenue (BIR)

6. Develops efficient filing and data management system to hold electronic and hard copies of active and archived documents

7. Evaluates all requests for controlled forms such as ORs and SIs, and manages the production, and consumption of the same

8. Ensures that the records stock room/vault is in good physical condition to prevent damage on records/documents due to neglect and accidents, fire, flood or other fortuitous events.

9. Guarantees integrity of records and documents through effective access control procedures regulating pull-out, movement and re-filing of requested records, shredding of obsolete/cancelled receipts/documents according to approved schedule, authorized personnel and safekeeping of duplicate keys

10. Manages the process of release, digital distribution/publishing and archival of approved circulars and policies of the company

B. Procurement Management

1. Manages the acquisition of materials, equipment and supplies for use in the administration and business operation of the company to ensure quality, timeliness and cost-effectiveness by ensuring proper canvassing, abstracting, negotiation, evaluation and approval

2. Manages the sales contract negotiations for purchase of items for sale and distribution of the company in accordance to approved specifications of authority

3. Manages the sales contract negotiations for purchase of expendable and semi/non-expendable items in accordance to approved specifications of authority

4. Creates a purchasing plan to address both the short-term and long-term procurement requirements of the company

5. Oversees procurement to ensure specifications are met and delivered on time

C. Asset Management

1. Ensures the timely renewal, compliance and or submission of the following:

a) Insurances

b) Contracts of Lease

c) POEA License

d) Business Permits/CTC

e) Barangay Clearance

f) SEC Reportorial Requirements

g) Registration of Company Vehicles

h) License to Operate in Philippine ports e.g., Subic, MICT

i) Vehicle Registration

j) Real Estate Taxes

1. Manages the monitoring and control of the ordering, storage and use of company assets

2. Establishes and maintains economic inventory levels of items on stock to ensure ready availability of regularly-used inventory items at the least cost

3. Manages the enrollment and coverage of all company-owned vehicles to the appropriate insurance plan

4. Ensures roadworthiness of all vehicles by ensuring daily monitoring of utilization and regular preventive maintenance

D. Engineering Services

1. Manages the execution of facility construction, improvements, repairs and maintenance

2. Manages contract negotiations for the lease of properties, and engineering and construction services

3. Provides expert support in the fields of civil, electrical and other fields of engineering services

4. Reviews scope of works, bill of materials/quantity, engineering plans and other documents relevant to construction, repairs and maintenance

5. Directs technical inspection/punch listing of office facilities and equipment to ensure worthiness of the same

6. Develops and directs implementation of an energy efficiency/conservation program of the company

E. Safety and Security Management

1. Manages the protection of people and assets against threats, disasters and hazards

2. Formulates policies to restrict physical access of unauthorized personnel, to protect the same from hostile acts and workplace accidents

3. Ensures compliance to Organizational Safety and Health (OSH) requirements of the Department of Labor and Employment (DOLE)

4. Develops and implements an effective disaster response and recovery plan by conducting regular safety and security seminars, earthquake and fire drills as mandated by regulatory bodies, creating and communicating a call tree plan, etc.

5. Takes an active role in the development and implementation of an effective Business Continuity Plan (BCP)

6. Acts as the company's duly registered Safety Officer

7. Develops and implements effective schedules and assignments of cleaning of rooms, office furniture and equipment, restrooms, etc.

8. Devises and implements plans to maintain a clean, safe and conducive working environment which is free from irritants, excessive noise, hazards and other distractions

Job Types: Full-time, Permanent

Ability to commute/relocate:

• Parañaque: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you highly proficient in the use of spreadsheet and other data applications?
• Are you adept in using IT resources and applications?

Education:

• Bachelor's (Required)

Language:

• English (Required)

Work Location: In person