Facilities & Admin Specialist

Company description:

We support dentists, dental technicians and dental hygienists both professionally and personally in fulfilling their passion and purpose: to ensure that people have the best possible oral health and quality of life, today and in the future. We are inspired by the knowledge that together we grow better.

Job description:

Bring innovation to life

The Facilities and Administration is responsible for delivering efficient, safe, and employee-focused workplace services that support Ivoclar's commitment to Making People Smile. The role ensures the smooth daily operation of office facilities, administrative services, workplace experience initiatives, and vendor management while maintaining compliance with company policies, safety standards and operational excellence.

Your role

Facilities Operations

• Conduct regular inspections of workplace to ensure cleanliness, functionality, safety, and compliance with workplace standards.
• Coordinate preventive and corrective maintenance of office equipment, furniture, utilities and building facilities.
• Monitor facility assets and recommend repairs or replacements when necessary.
• Support office renovations, space planning, workstation setup, and office improvement projects.

Workplace Experience

• Support initiatives that enhance the overall employee workplace experience.
• Administer workplace feedback programs such as WE Voice and coordinate with relevant stakeholders to resolve reported concerns.
• Assist in organizing employee engagement activities, wellness initiatives, celebrations, and company events.

Administration

• Manage office supplies, pantry inventory, and facility consumables
• Process purchase requisitions, purchase orders and vendor coordination in accordance with company procedures.
• Maintain facility-related records, contracts, permits and administrative documentation.
• Prepare reports, presentations and operational updates as required.
• Support visitor management process and reception operations.
• Coordinate issuance of employee access badge, visitor pass, locker assignments, transportation requests, travel requests and office access requirements.
• Coordinate the processing, renewal and monitoring of required LGU permits (Business permit, BIR, FSIC, PEZA, BOI), other licenses and other government regulatory requirements, ensuring timely compliance with applicable laws and company policies.

Vendor and Service Provider Management

• Coordinate with housekeeping, security, maintenance, pest control, courier, and other service providers
• Monitor vendor performance against agreed service levels and contractual obligations.
• Conduct regular service quality inspections and recommend improvements.
• Ensure vendors compliance with company policies, workplace regulations, and safety requirements.

Workplace Safety and Compliance

• Conduct regular workplace safety inspections and report hazards.
• Ensure compliance with Occupational Safety and Health requirements and company standards.
• Support environmental sustainability and waste segregation initiatives.
• Maintain emergency supplies, first aid kits and emergency response equipment.
• Assist in organizing fire drills, earthquake drills and emergency preparedness activities.
• Participate as a member of emergency response teams when assigned.

Profile description:

Your profile

• Minimum 5 years of relevant experience in Administration, Facilities Management, Workplace Experience, Office Operations or related functions.
• Experience in a corporate, BPO, GBS, multinational, or fast-paced office environment is preferred.
• Demonstrated experience in vendor management, facilities coordination and project implementation.
• Experience in handling budgets, purchase requests, invoice, contracts and operational reports.
• Bachelor's degree in Business Administration, Facilities Management, Management, Engineering or a related field.
• Relevant professional certifications/ training in Facilities Management, Occupational Safety, Emergency Preparedness, or Workplace Management are an advantage.

We offer:

What we offer

• A global, purpose-driven company with 3,700 employees.
• A culture of innovation and collaboration.
• Learning and development tailored to your growth.
• Attractive benefits.
• Hybrid setup.