- Employment Type: Full-time
- Schedule: Night Shift/Shifting
- Work Arrangement: Onsite, Ortigas
- Tracks and maintains visitor access while demonstrating security and safety awareness (e.g., maintaining visitor log sheets, ensuring compliance with contact tracing directives).
- Monitors the corporate main entry/lobby, greets guests, directs visitors to appropriate employees or offices, and notifies company personnel of visitor arrival, issuing identified access when necessary.
- Answers inquiries through available communication channels (direct line, chat, etc.), referring inquiries to the concerned department.
- Ensures safety and cleanliness of the reception area and entire facilities.
- Addresses client and staff concerns regarding facilities and administration.
- Maintains office and furniture inventory, as well as pantry room supplies, practicing effective inventory management.
- Organizes conference and meeting room bookings, assists with room setup for meetings (e.g., drinks, food, IT equipment, WIFI/network requirements).
- Liaises with Customer Experience Managers (CXM), HR Business Partners (HRBP), Utilities/Maintenance Staff, and Building Administrators.
- Assists with local and remote facility movement and setup, coordinating with Customer Experience Managers (CXM) as needed.
- Coordinates with IT, CXM, and PBP for seating plan and arrangement.
- Provides necessary guidance to Utility/Maintenance Personnel regarding office premises and facilities issues or incidents.
- Strictly implements Emapta Health and Safety Protocols and maintains the requirements and protocols for the facility's Safety Seal Certification from the LGU.
- Operates and maintains an effective filing system for the department per site.
- Provides administrative support to the cluster Facilities and Admin TL, CXM, and HRBP.
- Accomplishes reports on time (e.g., Petty Cash Fund Report, Gift Certificates Report, Office Supply Request Report, Inventory) and submits them weekly or monthly.
- Submits monthly Facilities and Admin Monitoring Report for all client requests through different request channels.
- Coordinates dispatch and recovery of IT-related equipment/machines.
- Complies with policies, processes, protocols, budget, and service level agreements related to Emapta assets and IT equipment.
- Captures and monitors Emapta assets and IT equipment recovery requests for all Emapta sites.
- Ensures accurate data entry and updating of Emapta assets and IT equipment dispatch and recovery using the standard tracker file.
- Coordinates with Recruitment Department and IT for smooth dispatch and recovery.
- Ensures correct delivery and/or recovery details.
- Submits weekly reports on dispatches, recoveries, replacements, and additional, including the cost.
- Coordinates with logistics and freight forwarding companies for safe, timely delivery and recovery.
- Coordinates with site Utility for safe and secure packaging of Emapta assets and IT equipment.
- Assists in identifying risks and hazards in the workplace, communicating findings to immediate managers or site security for imminent threats.
- Supports the implementation of risk management processes in the organization.
- Liaises with Utilities/Maintenance Staff, Building Administrators, Contractors, and external suppliers.
- Coordinates activities with building personnel and vendors.
- Manages vendors, ensuring compliance with identified business requirements.
- Arranges and schedules facility maintenance, repairs, and sanitation, ensuring proper communication to affected stakeholders.
- Assists in vendor and service procurement.
- Ensures compliance with department budget and efficiently manages costs.
- Performs administrative or non-administrative duties as assigned by Company representatives as needed.
- Graduate of Hospitality Management, Business Administration, Tourism, Logistics, or a related field.
- 2 to 4 years of relevant experience required.
- Extensive experience in transportation booking using platforms such as Transportify, Grab, Lalamove, W.Express, LBC, and other logistics/freight forwarding companies.
- Extensive experience in ensuring seamless travel management for clients and team members (flights, hotels, transportation services, etc.).
- Proficiency in the English language.
- Willingness to work night shifts and a shifting schedule, including weekends and holidays.
- HMO coverage upon regularization
- Competitive Package
- Prime office locations
- Standard government and Emapta benefits
- Total of 20 annual leaves to be used on your own discretion
- Fun engagement activities for employees
- Mentorship and exposure to global leaders and teams
- Upskilling through Emapta Academy
- Career growth opportunities
- Diverse and supportive work environment
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Facilities and Admin Associate - Philippines, Pilipinas - EMAPTA
Paglalarawan
Job Description
Step into Success: Where Outsourcing Excellence and Work-Life Harmony Converge.
In the realm of global outsourcing, find your place as a Facilities and Admin Associate. Balance career aspirations with personal fulfillment in an industry known for its flexibility and innovation. Take on the challenge of managing front desk operations, coordinating facilities, and providing administrative support. Here, every task contributes to a larger journey of professional growth and fulfillment. Picture a workspace where harmony reigns supreme, where your potential knows no bounds. Join a team that values work-life balance and offers ample opportunities for advancement. This isn't just a job-it's an invitation to shape your future in an industry that's constantly evolving. Seize the opportunity to redefine success on your terms and make your mark in the world of outsourcing.
Shape Your Impact: Key Responsibilities to Drive Progress
Front Desk Management:
Facilities Coordination and Management:
Administrative:
Logistics and Asset Management:
Risk Management:
Vendor Management:
Other Responsibilities:
Requirements
Rise to Excellence: Essential Criteria for Success
Benefits
Ignite Your Well-being: Benefits that Prioritize Your Success
Why We Stand Out Among the Rest
Join Emapta, a company recognized as one of the 'Best Places to Work for in Asia' by HR Asia and 'The Philippines' Best Employers for 2023.' Our culture of care and empathy, reflected in our 50/50 gender ratio, ensures you'll feel like part of the family from day one. We're dedicated to nurturing talent and providing the tools for your success. Be part of a squad of dream chasers and world changers, showcasing Filipino talent to the world. With 18 strategically located offices and over 720 clients, you'll have the opportunity to make a positive impact daily, whether you prefer office-based or work-from-home options. Join us for a 100% virtual recruitment process and let's make magic together
'Working in Emapta not only provides you the certainty of working with a well-established organisation which nurtures the careers of almost 7,400+ team members - it also places you in direct relationships with some of the world's leading and most innovative companies.'
Tim Vorbach, CEO
#EmaptaExperience