Head of Facilities and Administration - Philippines & Japan
Primary stack
Job description
About the Position
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.
Responsibilities
- 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.
- Regional Site Governance (Japan): Remotely govern facilities operations for our Japan offices, ensuring local sites align with corporate SOPs and budgetary targets.
- 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.
- Data Integrity & Collection: Meticulously track, verify, and log localized utility, maintenance, and asset data to maintain global system integrity.
- 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.
- 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
- Core Skills:
- 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.
- Proven track record of enforcing strict corporate policy and pulling back operational control from decentralized business units.
- Hands-on experience managing physical office infrastructure, vendor service level agreements (SLAs), and local budgets.
- Enthusiasm for integrating modern technologies and AI tools into daily office workflows.
- Excellent communication and authoritative presence; fluent in English.
- Secondary Skills:
- International Operations
- Vendor Management
- Budget Management
- Risk Management
We Offer
- Great Place to Work certified
- Annual Wellness Subsidy
- Birthday Leave
- Wellbeing Leave
- HMO and Life Insurance
About the Company
Keywords Studios is a leading global provider of creative and technical services to the video games, film, TV, and entertainment industries. We are committed to fostering a diverse and inclusive workplace where creativity and innovation thrive.
Location
Pasig, Metro Manila, Philippines
Apply now to join our team and help us maintain the highest standards of operational excellence across our Philippines and Japan offices.
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