Facilities Coordinator

1 week ago

Makati City, National Capital Region, Philippines Royal Caribbean Group Full time

POSITION SUMMARY:

  • Reporting to the Office & Facilities Manager, the Facilities and Admin Coordinator delivers consistent quality administrative and business support services while working with flexible timelines and high demands of all operational areas of the Office & Facilities Team.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Assists in the preparation of reports, correspondence, memorandum, minutes of the meetings and other documents pertaining to Office & Facilities.
  • Researches, collects, analyzes data and prepares/ensures timely release of accurate and complete reports for the team.
  • Coordinates and works with service providers in cascading any Admin-related information to stakeholders and other departments.
  • Maintains and designs filing systems for Office & Facilities and ensures monitoring file is updated.
  • Organizes and files important company forms and documents.
  • Monitors inbound and outbound documents (Invoices & Official Receipts).
  • Supports building requirements and compliance.
  • Manages the request of gate passes and work permits to the Building Admin.
  • Spot checks areas of responsibility to ensure that suppliers, service providers, and visitors are following building procedures, ensuring that gate pass requirements are met.
  • Manages deliveries of supplies and purchases.
  • Manages inventory of Janitorial Supplies, Office Supplies, and coffee supplies of the sites and ensures supplies are adequate and sufficient.
  • Tracks OPEX and PO database for Office, Facilities & Procurement.
  • Maintains team calendar, schedules meetings and appointments.
  • Supports the team on various Office & Facilities events and initiatives.
  • Performs general office duties including the coordination, checking and receipt of deliveries, in adherence to office security protocols, enforcing visitors' control.
  • Acts as overall Admin Support responsible for, but not limited to:
    • Company ID and Access Badge requests, printing, and distribution.
    • Foot Traffic Monitoring.
    • HR & Facilities Team Time Sheet tracking.
    • Scanning documents.
    • Transport Management.
  • Ability to handle a large volume of work possibly under time constraints. Good knowledge of administrative rules and regulations.
  • Performs a variety of general office administration support tasks as needed, which may include but are not limited to scanning invoices, delivery receipts, and official receipts.
  • Performs other admin/clerical-related tasks, as required by the management.

QUALIFICATIONS:

  • Three to four years' experience in Administrative Support and Project Management or similar role that assists/helps in daily office functions.
  • Bachelor's degree or any Business-related courses.
  • Computer proficiency:
    • Adept in MS Office Applications (MS Word, MS PowerPoint, Intermediate MS Excel skills).
  • Excellent written and verbal communication skills.
  • Has good organizational, time management, customer service, problem-solving, and analytical skills and can operate with minimum supervision.
  • Efficient, natural problem solver, multi-tasker, high level of focus on details, has the ability to plan and coordinate tasks to completion.
  • Strong knowledge on office processes and procedures.
  • High sense of business ethics and professionalism.
  • Possesses strong interpersonal skills and high emotional intelligence.
  • Discreet and respectful of confidentiality.
  • Highly organized and resourceful.
  • Has the ability to work on tight deadlines while producing high-quality work.
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