Admin Facilities Specialist

ServiceFirst is a world-class call center and BPO with strategic locations around the globe providing an elevated Customer Experience to benefit our client’s businesses with exceptional customer engagement.

While our core business is to help our partners better serve their customers, ServiceFirst will also provide reduced labor and operational costs, a diversified footprint for business reliability, and an innovative entrepreneurial culture – all to attain corporate performance objectives as our partners trusted advisor and preferred business partner.

As an Admin Facilities Specialist, you will report to the Admin & Facilities Supervisor all the task updates in terms of being the point of contact for all 3rd party vendor-related tasks and concerns, such as but not limited to full-cycle vendor management, contract management, requests for payment, vendor programs, and projects.

Duties and Responsibilities:

• Provide excellent customer service and facilities support to employees, clients, visitors, and stakeholders.
• Support daily site and business operations, including meetings, company events, inspections, and external maintenance activities.
• Serve as the primary point of contact for third-party vendors and concessionaires, accreditation, performance, renewals and compliance
• Monitor contracts, coverage dates, vendor documentation, agreed rates, and compliance with contractual and statutory requirements.
• Track and coordinate preventive and corrective maintenance of office and facility equipment, including FDAS, HVAC, fire extinguishers, smoke detectors, emergency lights and electrical maintenance,
• Monitor emergency equipment and support facility emergency preparedness, including maintaining the required number of trained emergency responders.
• Ensure compliance with health, safety, housekeeping, and company standards through regular inspections and coordination with relevant teams and vendors.
• Oversee and monitor third-party housekeeping and security personnel, including scheduling, assignments, performance, and issue resolution.
• Maintain and monitor facilities-related trackers, including preventive maintenance schedules, the 52-week maintenance calendar, housekeeping checklists, utilities consumption, drinking water, and facilities supplies.
• Monitor and review facilities expenses, prepare Requests for Payment, and ensure accurate documentation and cost tracking.
• Manage inventory and procurement requests for facilities supplies and materials.
• Conduct periodic vendor performance evaluations and communicate improvement opportunities through formal meetings.
• Prepare and present weekly reports on facilities administration activities, maintenance status, vendor performance, expenses, and other relevant operational updates.
• Respond promptly and professionally to operational and facilities-related concerns and escalations.
• Perform other related duties and responsibilities as assigned by the Admin & Facilities Supervisor.

Qualifications

• At least 3 years of experience in Facilities Management, Administration, Operations, or a related field.
• Experience working in a fast-paced BPO, call center, or customer service environment is an advantage.
• Demonstrated ability to provide excellent customer service and effectively support operational stakeholders.
• Occupational Safety and Health training of at least 40 hours is preferred.
• Knowledge of building systems, equipment maintenance, health and safety requirements, vendor management, and contract management.
• Strong experience in vendor negotiations, contract administration, renewals, and compliance monitoring.
• Strong written and verbal communication, organizational, customer service, and reporting skills.
• Detail-oriented, dependable, discreet, and able to handle confidential information.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Able to work independently with minimal supervision.
• Amenable to work on a night shift, shifting schedule on weekends, including extended working hours when required.