Head of Facilities and Administration - Philippines & Japan

The Head of Facilities and Administration – Philippines & Japan is an on-the-ground operational execution and site-management role. This position combines hands-on office administration for our primary hubs in Manila and Bacolod with operational governance over our Japan offices.

This role is the primary gatekeeper for operational compliance, tasked with reclaiming facilities management from decentralized local teams. Based in Manila, you will directly manage day-to-day office environments, enforce strict local purchasing protocols, maintain localized health and safety compliance, and leverage agentic AI to streamline daily site administration.

Key Responsibilities

1. Direct PH Office Management: Oversee the daily physical workspace, reception, mail, and administrative readiness of our Manila and Bacolod hubs, providing a safe, clean, and highly functional environment.
2. Regional Site Governance (Japan): Remotely govern facilities operations for our Japan offices, ensuring local sites align with corporate SOPs and budgetary targets.
3. Strict Local Purchasing & Procurement: Serve as the mandatory gatekeeper for all local facilities-related spending. Enforce strict bidding policies, match spend against corporate approval matrices, and eliminate unapproved or off-contract spending by local production teams.
4. Data Integrity & Collection: Meticulously track, verify, and log localized utility, maintenance, and asset data to maintain global system integrity.
5. AI-First Local Operations: Actively integrate and drive the daily usage of agentic AI tools among administrative and reception staff to automate visitor logs, vendor correspondence, and supply tracking.
6. Health, Safety, & Risk Management: Ensure absolute compliance with all local health, safety, and fire regulations. Manage local risk assessments, emergency planning, and vendor compliance.

Requirements

1. 6–8+ years of experience in facilities management, office administration, or localized procurement within the Philippines. Experience managing international operations or supporting global teams is highly preferred.
2. Proven track record of enforcing strict corporate policy and pulling back operational control from decentralized business units.
3. Hands-on experience managing physical office infrastructure, vendor service level agreements (SLAs), and local budgets.
4. Enthusiasm for integrating modern technologies and AI tools into daily office workflows.
5. Excellent communication and authoritative presence; fluent in English.

Benefits

• Great Place to Work certified
• Annual Wellness Subsidy
• Birthday Leave
• Wellbeing Leave
• HMO and Life Insurance

This role runs day-to-day facilities and administration for the Manila and Bacolod offices while providing operational oversight to Japan sites. It combines office readiness and safety with purchasing controls, vendor and budget oversight, accurate facilities data, and adoption of AI tools in administrative workflows.

Role at a glance

Skills mentioned

What you will likely work on

• Manage workspace, reception, mail, and administrative readiness at the Manila and Bacolod offices.
• Monitor Japan office facilities against corporate procedures and budget targets.
• Review local facilities spending, enforce bidding and approval rules, and prevent unauthorized purchases.
• Track and verify utility, maintenance, and asset information for accurate global records.
• Introduce AI tools into administrative and reception workflows, including visitor logs and supply tracking.
• Coordinate local safety compliance, risk reviews, emergency planning, and vendor compliance.

Good fit signals

• Brings 6–8+ years in facilities management, office administration, or localized procurement in the Philippines.
• Has enforced corporate policies and brought operational controls back from decentralized teams.
• Has hands-on experience with office infrastructure, vendor service agreements, and local budgets.
• Communicates authoritatively in fluent English and is comfortable applying technology to everyday office processes.
• Experience with international operations or global teams is a preferred advantage.