Facilities and Admin Lead

Company Description:

Biocostech Philippines Corporation is the exclusive distributor of well-loved Korean brands like iWhite Korea Skincare, Aera 사랑, Men by iWhite Korea, and Sensedol. Guided by our core value, “Let’s Make It Happen,” we are committed to bringing top-quality Beauty, Health, and Wellness products.

Job Summary:
The Facilities and Admin Lead is responsible for the overall administration and management of the company’s property assets. This role involves overseeing property operations, safety, and maintenance of designated properties, ensuring compliance with regulatory requirements and permits, and optimizing property performance. This also includes providing recommendations and coordinating improvements to the property as needed to ensure a safe, functional, and appealing working space. The ideal candidate should possess strong organizational skills, excellent communication abilities, a comprehensive understanding of property management practices, and be able to respond to and resolve any issues reported efficiently.

Key Responsibilities:

1. Property and Operations Management:
- Oversee daily operations of property management and maintenance of building facilities, namely Generators Set, Pumps, Fan and Blowers, Elevators, Fire Alarm and Detection Systems and Fire Sprinkler Systems, Air Conditioning Systems, Electrical, and Water Systems; responsible for ensuring that these systems perform effectively and efficiently.
- Responsible for implementing maintenance procedures and strategies, scheduling maintenance work, managing maintenance equipment and tools, and identifying problems.
- Ensure properties are maintained to high standards and address any issues or concerns promptly.
- Prepare checklists and procedures for preventive maintenance of equipment.
- Develop and implement property management policies and procedures to improve efficiency and effectiveness.
- Ensure the strict implementation of the security plan, regular inspections of the property by the security force, and monitoring that each shift of the security force shall provide a security report, incident report, and other activities in the property.

2. Financial Management:
- Prepare a monthly year-to-date summary of expenses and manage property budgets, including operating expenses, maintenance costs, and other related costs.
- Monitor and report on property financial performance, expense management, and financial forecasting.
- Conduct regular audits of financial transactions and records to ensure transparency and compliance with the provided budget for administration.

3. Regulatory Compliance and Safety:
- Ensure properties comply with all local, state, and federal regulations, including health and safety codes and building codes.
- Ensure that all government requirements are always updated and properly filed, including Business Permit, Barangay Clearance, Equipment Operating Permits, and other related files.
- Effectively establish Fire Safety Guidelines to comply with.
- Maintain the cleanliness and orderliness in the property at all times.
- Stay updated on changes in property management regulations and adjust policies and procedures accordingly.

4. Team Management:
- Lead the administrative department through training, performance management, and scheduling.
- Manage the technical personnel for all buildings, and is in charge of all operations, including maintenance activities.
- Orient the security force and housekeeping staff on the house rules and other special instructions of the property.
- Conduct regular inspections of the property and conduct regular meetings with management staff.

5. Reporting and Analysis:
- Prepare regular reports on property performance and other related concerns directly to the head.
- Analyze property data to identify trends, opportunities for improvement, and strategies to continuously develop and implement ways to enhance the appearance and efficiency of the building and its equipment, including operational procedures of the property.

6. Vendor Management:
- Maintain relationships with vendors and contractors, ensuring quality service and cost-effectiveness.
- Negotiate and oversee contracts for maintenance, repairs, and other property-related services.

Job Qualifications:
- Candidate must possess a Bachelor’s degree in Engineering, Facilities Management, or any related course.
- At least three (3) years of working knowledge and experience in the related field are required for the position.
- Strong knowledge of building management practices, maintenance procedures, and regulatory requirements.
- Ability to effectively manage high-volume administrative tasks and data entry with high accuracy.
- Exceptional communication skills (written and verbal) and ability to build strong interpersonal relationships with employees and partners.
- Strong analytical with high attention to detail, organizational skills, and good leadership style.
- Computer literate with a high degree of proficiency in the Microsoft Office Suite of products, including Word, Excel, PowerPoint, and Outlook.
- Ability to navigate multiple computer system windows and applications, and utilize search tools to find information.