Company Description
Egis is a global consulting and engineering firm working in construction, transport and mobility services. Joining our Group and its over 21,000 employees means, above all, sharing our values as a people-first company, strongly committed to sustainability and innovation.
As one of the world’s leading consultancy, construction engineering and operating firms, we hold ourselves responsible for today’s biggest challenges; fighting climate change, the digital transition and meeting the needs of growing populations. We do this by designing smart, green infrastructure, transport and buildings, creating a sustainable future for communities everywhere.
Job Description
Office Administration
- Manage daily office operations, including facilities, supplies, and equipment.
- Supervise administrative staff and assign tasks to maintain workflow.
- Oversee document management, filing systems, and data protection protocols.
- Organize company meetings, events, and training sessions.
- Maintain office safety standards and emergency procedures.
Procurement & Supplier Management
- Manage/Oversee the end-to-end procurement process, including purchase orders, delivery tracking, invoice reconciliation and record maintenance
- Ensure procurement activities comply with local regulations and Egis internal policies.
- Maintain accurate and accessible documentation for purchasing processes and supplier records.
- Manage relationships with key local and international suppliers and subcontractors to ensure operational continuity.
- Manage logistics for importation of goods, ensuring compliance with customs regulations and timely delivery.
- Source and negotiate with suppliers to secure favorable terms. Monitor and evaluate supplier performance, implementing improvement plans to enhance efficiency, quality, and reliability.
- Investigate supplier or delivery incidents and implement corrective actions.
- Ensure suppliers and contractors meet Egis’ ESG and ethical sourcing requirements.
Asset Management
- Monitor asset utilization and implement strategies to maximize efficiency.
- Coordinate asset acquisition, tagging, and deployment across departments.
- Conduct regular audits and physical verification of assets.
- Manage asset lifecycle, including maintenance schedules, upgrades, and disposal.
- Ensure compliance with company policies and relevant regulations.
- Prepare reports on asset status, depreciation, and inventory for Finance and Management.
Finance & Compliance
- Work closely with Finance teams to ensure supplier payments are accurate, timely, and compliant.
- Prepare and manage budgets for administrative expenses.
- Manage renewal of business permits and general insurance coverage to ensure compliance and risk mitigation.
- Coordinate with Legal team on matters which require board approval.
- Support internal and external audits and contribute to continuous improvement initiatives.
- Ensure compliance with Egis’ Integrated Management System and relevant Quality, Safety, and Environmental Policies.
Employee Support
- Coordinate with HR for employee onboarding and ensure compliance with local labor laws and company policies.[MN1]
- Support project teams with logistical arrangements, travel, and scheduling.
Values & Standards
- Uphold Egis’ commitment to health, safety, and environmental standards in all procurement activities.
- Demonstrate Egis values of care, accountability, and integrity in all interactions.
- Display adaptability, resilience, and a proactive approach to regional priorities.
- Maintain professionalism and discretion when handling commercial information.
Qualifications
- Bachelor’s degree in Business Administration, Management, or related field.
- 5+ years of experience in office management or administrative roles.
- Strong organizational, leadership, and communication skills.
- Proficient in MS Office and office management software.
- Knowledge of Philippine laws and administrative best practices.
- Ability to multitask and work under pressure.
