Admin Specialist/ Facilities

Responsibilities: 

● Handling general administrative requests and queries from Engineering Team

● Providing real-time scheduling support by booking appointments for room reservations and preventing conflicts

● Handling office tasks, such as filling, generating reports and presentations and setting up meetings

● Preparing Monthly request for replenishment of supplies

● Maintain polite and professional communication via verbal, phone, e-mail, Slack, and mail.

● Anticipate the needs of others in order to insure the seamless and positive experience

● Contributes to team effort by accomplishing related results as needed.

● Amenable to work on a night shift schedule

● Will provide support to the site with operational activities.

● Conduct administrative tasks; oversight of third party vendors including but not limited to housekeeping, Pantry concessionaire, etc.;

● Manage the day to day activities involving the compilation of building memos, review facilities vendor contracts and distribution of monthly, quarterly and annual utilities expense reports as required.

● Respond to all work orders in a timely manner

● Schedule and manage repairs and maintenance, minor works and other work requests within the service level agreement.

● Proactively develop and maintain a good relationship with all the departments ensuring that expected service levels are maintained and achieved.

● Ensure all building procedures are maintained at all times.

● Coordinates with the construction team for electrical, mechanical, alarm, CCTV and UPS equipment, server room for the new sites or transferring to one site to another.

● Provide information and direction to vendors and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption

● Provide coordination and support events, meeting and conferences facilities required.

● Identify opportunities for improved operations and service excellence.

●Attention to detail

● Excellent computer skills

● Proficiency in English (written and spoken)

● Excellent knowledge of Google Suites

● Clear ability to handle multiple priorities and consistently meet deadlines

● Self-motivated with a results-driven approach and energetic

● A “can do” attitude, able to work independently and as a team player

● Aptitude in delivering attractive presentations

● Excellent communications, organization and problem-solving skills

● Ability to work independently with little supervision and effectively deal with stressful situations

● Amenable to work on a night shift schedule

● Willing to work onsite (Dumaguete)