Job Description:
The position is responsible for managing employee mobility and office resources allocation at office site (travel, accommodations, workspace, work tools, common sundries, and supplies) to ensure compliance to Aboitiz policies and guidelines. Where suitable transfer cost charging of facilities to other AP Business units.
The position is responsible for tracking and ensuring the safety of company records and relevant documents.
The incumbent will also manage the work permits tracking and processing for foreign nationals employed by the TLI together with selected 3rd party Immigration lawyers and ensure cultural and relocation provision as defined in policies.
Manages the scheduling, confirmation, and allocation of mobility services and resources (transport, transfer, and accommodations) to ensure compliance to AP and Coal BU operational processes and policies. Monitors and ensures the availability of work tools, workspaces, and supplies (e.g., sundry, etc.) Ensures appropriate charging and recording of cost for use of office facilities including but not limited to conference rooms, video facilities, mobile calls following defined policies and procedures Participates in building safety and company security discussions to ensure occupational safety and health for all NAC based employees of the group. Leads in handling and coordination of work permits for foreign employees of TLI to ensure compliance to DOLE and Bureau of Immigration rules. Monitors service delivery of 3rd party immigration lawyers selected to provide services. Facilitates transition and relocation of foreign national including but not limited to workspace allocation, resources, and cultural integration. Monitors compliance of foreign national to existing local rules and regulations. Functions as SPOC of foreign employees during emergencies (as needed). Works with existing LEX and BPM personnel in tracking and ensuring the availability of legal and original documents necessary in running TLI business. Ensures work tools and resources are accounted, in suitable working condition and safe to use for all employees and visitors. Ensures office facility is in good running condition by monitoring operations, maintenance and conducting due diligence of service providers. Prepares week on week operational report (utilization and operating costs) for facilities and services utilization. Ensures documentation of all relevant services to ensure compliance with contractual obligations. Cultivates and enhances good business working relationship with assigned 3rd party providers e.g., immigration lawyers, sub-contractors, hotel, transport providers, local government officials, local communities and other interested stakeholders. Participates in the Company’s Corporation Social Responsibility programs within the affected local communities. Minimum Qualifications:
At least 2 years of experience in housekeeping and facility administration. Leadership experience is preferred but critical to have team engaging skills. Preferably with experience in civil works projects, building or plant site administration or hotel/travel administration.
