Admin Supervisor | Project Hire | For Olongapo, Zambales  

The Admin Staff will assist the Project Manager on preparing related project physical resources and related documents such as but not limited to: Admin Monitoring Report, Administrative Communication and Engagement updates, Camp Operation Progress Documentation; and administrative support to the project management team.

• Assist the Project Manager on preparing related project documents such as but not limited to: Weekly Admin Progress Report, Project Engagements, and Project Camp Operation Progress Documentation.
• Assist the Project Manager on monitoring project progress through admin related activities such Manpower Status, Physical Resources Status & its related documents like contracts for the temporary facilities, food catering, janitorial services, transportation services. related admin cost (water, electricity & internet billings, etc.)
• Coordinate with PDE-Admin Head for the update of project admin schedules; maintain and produce the latest version, as reference of the Project Manager.
• Coordinate with Documents Control Engineer and Contracts Engineer in preparing and updating the project centralized filing system (CORE) as needed.
• Keep records of attended appointments of the Project Manager and the project management team.
• Facilitate and prepare lessons learned in coordination with all the teams.
• Monitors activities of Service Providers (Utility and Janitorial Services, Canteen, Security Guards, Transportation Services) and ensures compliance to agreements. Prepares contract renewal as needed.
• Assists in the implementation of improvements, repairs and maintenance of office buildings and facilities. Ensures that Admin. projects are implemented on time and within budget
• Coordinates plant visits and visitor’s orientation. Ensures that logistical requirements are provided if needed.
• Facilitates the acquisition of office equipment and furniture based on the approved budget.
• Prepares work schedules for periodic-office maintenance and repairs.
• Prepares office communications.
• Ensures facilities such as projectors/monitors, sound systems and copiers are maintained and ready to use at all times.
• Monitors and schedules the use of such facilities if necessary.
• Monitors repair and maintenance of office equipment.
• Inspects work performed by contractors on equipment or office facilities to ensure compliance with agreements, job specifications, and standards.
• Requests and maintains supplies and materials for Administration Department.
• Responsible for the master key system being used in the office.
• Maintains systematic filing of all records, documents, and reports pertaining to assigned tasks.
• Ensures/implements compliance to the Contract of Work procedures for Non-pro transactions.
• Complies with company policies and procedures, safety rules and practices.
• Conforms to the company’s Integrated Management Systems, policies, standards, procedures and guidelines.
• Reports any Integrated Management System events/incidents or potential events or other risks to the organization.
• Protects information assets from unauthorized access, disclosure, modification, destruction or interference by:
  • Storing documents, forms, contracts, manuals, books and other documents to locked storage rooms/steel cabinets.
  • Creating contracts with information security clauses in conformance to Information Management Systems Policies and Guidelines.
  • Maintaining confidentiality and integrity of project cost estimates, feasibility studies, design drawings, design reports and calculations, and all other related documents.
• Performs other related duties and responsibilities that may be assigned from time to time by immediate superior consistent with the purpose of this role.

• Must be a Bachelor’s degree holder
• With at least three (3) years of relevant experience
• Preferably with two (2) years Leadership experience and three (3) years Project Management experience
• Computer Literate
• Strong Communication and Presentation Skills
• 1 vacant position available in Olongapo, Zambales