Facilities and Admin Associate - Philippines, Pilipinas - EMAPTA

Paglalarawan

Job Description

Experience Seamless Operations: Where Career Growth Meets Work-Life Harmony.

Join the dynamic world of outsourcing as a Facilities and Admin Associate, where work-life balance isn't just a buzzword-it's a way of life. Seamlessly integrate your professional and personal aspirations in an industry known for its flexibility and innovation. As you manage front desk operations, coordinate facilities, and provide administrative support, envision a career where harmony reigns supreme. Embrace the opportunity to step out of your comfort zone and into a role that promises growth and fulfillment. Be part of an industry that values your well-being and offers ample opportunities for advancement. This isn't just a job-it's a chance to carve your path to success while maintaining balance and harmony in your life.

Front Desk Management:

• Track and maintain visitor access while demonstrating security and safety awareness (e.g., maintaining visitor log sheets, ensuring compliance with contact tracing directives).
  
• Monitor the corporate main entry/lobby, greet guests, direct visitors to appropriate employees or offices, and notify company personnel of visitor arrival, issuing identified access when necessary.
  
• Answer inquiries through available communication channels (direct line, chat, etc.), referring inquiries to the concerned department.
  
• Ensure safety and cleanliness of the reception area and entire facilities.
  
• Address client and staff concerns regarding facilities and administration.
  

Facilities Coordination and Management:

• Maintain office and furniture inventory, as well as pantry room supplies, practicing effective inventory management.
  
• Organize conference and meeting room bookings, assist with room setup for meetings (e.g., drinks, food, IT equipment, WIFI/network requirements).
  
• Liaise with Customer Experience Managers (CXM), HR Business Partners (HRBP), Utilities/Maintenance Staff, and Building Administrators.
  
• Assist with local and remote facility movement and setup, coordinating with Customer Experience Managers (CXM) as needed.
  
• Coordinate with IT, CXM, and PBP for seating plan and arrangement.
  
• Provide necessary guidance to Utility/Maintenance Personnel regarding office premises and facilities issues or incidents.
  
• Strictly implement Emapta Health and Safety Protocols and maintain the requirements and protocols for the facility's Safety Seal Certification from the LGU.
  

Administrative:

• Operate and maintain an effective filing system for the department per site.
  
• Provide administrative support to the cluster Facilities and Admin TL, CXM, and HRBP.
  
• Accomplish reports on time (e.g., Petty Cash Fund Report, Gift Certificates Report, Office Supply Request Report, Inventory) and submit them weekly or monthly.
  
• Submit monthly Facilities and Admin Monitoring Report for all client requests through different request channels.
  

Logistics and Asset Management:

• Coordinate dispatch and recovery of IT-related equipment/machines.
  
• Comply with policies, processes, protocols, budget, and service level agreements related to Emapta assets and IT equipment.
  
• Capture and monitor Emapta assets and IT equipment recovery requests for all Emapta sites.
  
• Ensure accurate data entry and updating of Emapta assets and IT equipment dispatch and recovery using the standard tracker file.
  
• Coordinate with Recruitment Department and IT for smooth dispatch and recovery.
  
• Ensure correct delivery and/or recovery details.
  
• Submit weekly reports on dispatches, recoveries, replacements, and additional, including the cost.
  
• Coordinate with logistics and freight forwarding companies for safe, timely delivery and recovery.
  
• Coordinate with site Utility for safe and secure packaging of Emapta assets and IT equipment.
  

Risk Management:

• Assist in identifying risks and hazards in the workplace, communicating findings to immediate managers or site security for imminent threats.
  
• Support the implementation of risk management processes in the organization.
  

Vendor Management:

• Liaise with Utilities/Maintenance Staff, Building Administrators, Contractors, and external suppliers.
  
• Coordinate activities with building personnel and vendors.
  
• Manage vendors, ensuring compliance with identified business requirements.
  
• Arrange and schedule facility maintenance, repairs, and sanitation, ensuring proper communication to affected stakeholders.
  
• Assist in vendor and service procurement.
  
• Ensure compliance with department budget and efficiently manage costs.
  

Other Responsibilities:

• Perform administrative or non-administrative duties as assigned by Company representatives as needed.
  

Requirements

Embrace Your Potential: Requirements to Excel in Your Role

• 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.
  

Benefits

Reap the Rewards: Perks that Enhance Your Experience

• 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
  

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