Admin Associate (Facilities & Workplace Operations)

ADMIN ASSOCIATE (FACILITIES & WORKPLACE OPERATIONS)

Corporate Administration | Full-Time

Help keep our workplace safe, functional, and ready for business.

We are looking for an Admin Associate (Facilities & Workplace Operations) who will help ensure that our offices and workplace facilities remain safe, clean, functional, organized, and well-maintained.

This role is responsible for coordinating Job Orders, facility repairs and maintenance, preventive maintenance, Utility Personnel, contractors, vendors, building requirements, workplace setup, and safety-related activities.

If you are someone who is hands-on, organized, responsive, and comfortable coordinating multiple maintenance and workplace concerns, this may be the role for you.

What You'll Do:

Facilities & Maintenance

• Monitor the overall condition, cleanliness, safety, lighting, ventilation, and functionality of workplace areas.
• Conduct routine workplace inspections and monitor maintenance and repair activities.
• Coordinate with Utility Personnel regarding plumbing, leaks, electrical, air-conditioning, lighting, sanitation, and other facility concerns.
• Monitor housekeeping, pest control, waste management, grease trap, water quality, and other scheduled facility services.
• Maintain facility maintenance and inspection records and monitor reported concerns until completion.

Job Order Management

• Receive, acknowledge, assign, and monitor Job Orders and maintenance/service requests.
• Ensure requests are properly coordinated and followed through until completion and closure.
• Prioritize urgent and critical concerns and escalate matters requiring immediate attention.
• Coordinate complex requirements with Property/Building Administration, PMD, contractors, vendors, or other technical personnel.
• Maintain Job Order records and monitor response and completion timelines.

Preventive Maintenance & Vendor Coordination

• Maintain and monitor the Facilities Preventive Maintenance Calendar.
• Prepare requests for scheduled preventive and corrective maintenance activities.
• Coordinate and monitor contractors and service providers to ensure timely and satisfactory completion of work.
• Review service reports and follow up on recurring or unresolved concerns.
• Assist with vendor accreditation and maintain updated vendor/service provider records.

Building Administration & Workplace Projects

• Coordinate with Building Administration regarding building concerns, utility interruptions, common-area issues, and other facility requirements.
• Secure and monitor gate passes, work permits, access permits, and other requirements for repairs, maintenance, deliveries, renovations, and contractors.
• Monitor construction bonds and deposits and coordinate their processing, withdrawal, or refund when applicable.
• Coordinate repair, renovation, and maintenance schedules with concerned teams and affected departments.
• Provide advance communication to employees regarding planned works, disruptions, and utility interruptions.

Workplace Readiness & Space Management

• Ensure workplace facilities are operational and ready for daily business activities.
• Coordinate workstation setup, office moves, seating arrangements, and space requirements.
• Coordinate minor renovation and workplace improvement activities.
• Coordinate planned utility interruptions with IT and affected departments.
• Monitor overall workplace housekeeping and condition.

Safety & Emergency Preparedness

• Assist in implementing workplace safety and OSH-related programs.
• Conduct routine safety inspections and coordinate corrective actions for identified hazards.
• Assist in emergency preparedness activities, evacuation drills, and emergency awareness programs.
• Maintain emergency procedures, contact lists, and relevant workplace emergency information.
• Support emergency response and employee evacuation/accountability procedures when required.
• Coordinate generator and UPS maintenance/testing with appropriate technical personnel.
• Assist in workplace business continuity and disaster recovery activities.

Monitoring & Reporting

• Maintain updated facilities, Job Order, maintenance, asset, vendor, and service records.
• Monitor pending and overdue activities and follow up with concerned personnel or service providers.
• Prepare monthly Facilities KPI and monitoring reports.
• Track Job Order response and completion times, preventive maintenance, recurring concerns, vendor performance, and safety/facility issues.
• Identify opportunities for facility improvements, corrective actions, and cost-saving measures.

What We're Looking For

• Bachelor's degree in Business Administration, Management, Office Administration, Facilities Management, Engineering, or a related field.
• At least 1 year of relevant experience in facilities, building administration, workplace operations, maintenance coordination, or administrative operations.
• Experience coordinating maintenance activities, contractors, vendors, or building administration is an advantage.
• Strong organizational and coordination skills with the ability to monitor multiple requests and deadlines.
• Detail-oriented and systematic in maintaining records, trackers, and documentation.
• Good communication and follow-up skills.
• Able to assess workplace concerns and determine when matters need to be escalated.
• Proficient in Microsoft Office/Google Workspace and comfortable using digital monitoring systems.
• Willing to be hands-on in workplace inspections, coordination, and day-to-day facilities concerns.
• Professional, dependable, and able to work with different departments, service providers, and personnel.

Benefits:

• Company events
• Opportunities for promotion
• Promotion to permanent employee

Application Question(s):

• How many years of experience do you have in facilities management, building administration, maintenance coordination, or workplace operations?
• What types of facility or maintenance concerns have you handled or coordinated?
• What is your expected monthly salary?

Work Location: In person