Admin Assistant - Facilities (Sta. Rosa, Laguna)

Description

Position Details :

The Admin Assistant for Facilities is responsible for providing support to stakeholders concerning Administration, Hospitality and Facilities services arrangements. He / She oversees the administrative function of the Facilities (Workplace Experience) Team.

Functional Responsibility :

• Support Providing general administrative support such as answering phones, managing correspondence (, emails, letters, packages)
• Guest Services Assistance Welcoming guests, handling inquiries, and providing information about facilities and services.Food preparations and client or executive visit preparationsProviding excellent customer service by addressing guest concerns, resolving issues, and ensuring that guests have a positive experience during their stay.Managing and assisting with food and beverage service by setting up tables, serving meals, clearing dishes, and ensuring that guests' needs are met in dining areas.Support in events management
• Administrative Support Assisting with administrative tasks such as answering phones, responding to emails, managing reservations, and maintaining guest records.Manage tickets and requestsMonitor employee productivity and provide documented feedback and coaching to HK and receptionist leads, as neededCreate and maintain hospitality files such as augmentation request, supplies inventory, headcount and work schedules.Conduct weekly inspection of facilities using the monitoring form provided by HK / receptionist partner / sManaging housekeeping staff with tasks such as cleaning rooms, replenishing supplies, and ensuring the site is clean and well-maintained.Facilitate team meetings and monthly FGD with personnelCoordinate and execute hospitality-related tasks during client visitsReview receptionist and housekeeping personnel DTRs twice a month in line with agency payroll timelinesFinalize and publish work schedules on a weekly basis. Assist manager on performance and employee development initiativesAssist in addressing feedback based on Focus Group DiscussionsOffer recommendations on process improvementsProvide and present a weekly productivity report
• Scheduling and Calendar Management and Meeting Coordination Assisting with scheduling appointments, meetings, and travel arrangements for executives or team members.Helping to organize and coordinate meetings by scheduling meeting rooms, preparing agendas, taking minutes, and distributing meeting materials.
• Database Management and Email and Correspondence Management Managing and prioritizing incoming emails, responding to routine inquiries, and forwarding important messages to relevant parties.Maintaining and updating databases, ensuring data accuracy, and generating reports as needed.Organizing and maintaining physical and electronic filing systems to ensure easy access to documents and information.Inputting data into databases or spreadsheets, maintaining and organizing files, and keeping records up-to-date.Drafting and formatting documents such as memos, reports, presentations, and spreadsheets using word processing or presentation software.
• Office Equipment and Supplies Monitoring and ordering office supplies, maintaining office equipment (, printers, copiers), and coordinating repairs or maintenance as needed.Key management and locker managementSupport in clearance process for Facilities related items
• Inventory Management Monitoring and controlling inventory levels to ensure adequate stock levels while minimizing excess inventory and associated costs.
• Supply Chain Optimization Analyzing supply chain processes to identify inefficiencies and implementing strategies to improve the efficiency and reliability of the supply chain.
• Transportation Management Optimizing transportation routes and modes to reduce costs and improve delivery times, ensuring that goods are delivered to customers in a timely and cost-effective manner.
• Asset Tracking and Maintenance Implementing systems to track the location and condition of assets, such as equipment and vehicles, to ensure they are utilized efficiently and maintained properly to maximize their lifespan.
• Project Support Assisting with project-related tasks such as preparing project timelines, tracking progress, and organizing project-related documentation.
• Customer Service Providing excellent employee experience within the administrative functions of Facilities
• Continuous Improvement Identifying areas for improvement in workplace experience management processes and implementing initiatives to increase efficiency, reduce costs, and enhance overall performance.
• Other Administrative Tasks Performing other miscellaneous administrative tasks as assigned, such as photocopying, scanning, filing, or running errands.Support in ordering for food for events, and any orders that may be deemed necessary to support the site.Preparation of gate pass and permits necessary for daily operations of the siteOther tasks that may be assigned by the HOD

Requirements

Qualifications and Requirements :