Administrative Specialist

Job Overview:

The Administrative Assistant for Facilities Coordination, Purchasing and Vendor Relations is responsible for taking care of the office facilities, and communicating and coordinating with vendors and suppliers. The responsibility of the Administrative Assistant is to ensure that the Company establishes good working relationship with vendors and suppliers.

The Administrative Assistant shall be the main Point-Of-Contact (POC) of all vendors suppliers for transactions with the Company (be it billing, invoicing, or proposals). The Administrative Assistant shall then be the middle person between the Vendors and the different departments within the Company.

Key Responsibilities:

Facilities Coordination

• Create a checklist and conduct regular inspection of office facilities, and address problems as they arise.
• Receiving incident reports regarding facilities problems.
• Coordinate with contractors for office cleanliness and other facilities requirements such as repairs, and preventive maintenance activities.
• Check on pantry provider regularly to ensure proper use of facilities
• Communicate and follow up with mall admin and office contractor to resolve facilities problems.
• Work with security team to ensure facilities are properly used and are secure.
• Work with HR team to create and implement facilities use policies (occupational health and safety compliance).
• Monitors the room scheduling (included in facilities use monitoring), making sure he/she is aware of all usage activities of all facilities.
• Recommend improvements/changes to facilities use policy, and enforce the said policy.
• Facilities supplies inventory management
• Pest management
• Speak to new hires during new hire orientations about proper facilities use, including but not limited to:
• Food in the office
• Music in the workplace
• Plumbing, air-conditioning, electrical maintenance
• Pest management

Purchasing and Vendor Relations

• Processing and coordinating application of Gate pass
• Processing and coordinating application of Work permit
• Sourcing, communicating, following up on vendors, suppliers.
• Receive purchasing requests and ensure proper documentation and accounting is in place for all purchases, ensure inventory is updated.
• Source for alternative vendors, recommend suppliers, and facilitate contracting.
• Contract management reviews all provider contracts, and ensure terms are to the best interest of the Company, make sure all suppliers and vendors are able to provide government documentation in compliance with PEZA
• Keeper of all vendor contracts, provides copy to HR and Accounting/Finance.
• Other related duties and responsibilities may be assigned from time to time.

Important Note: This Job Description is subject to any reasonable adjustment in accordance with the changing and developing needs of the position.

Current Openings for Administrative Specialist Jobs at PMAX Global