URGENT Facilities Assistant and Admin Services

The Admin Services Specialist is responsible for managing and overseeing the efficient operation of all Admin and Facilities-related services, ensuring that service tickets are addressed in a timely manner, and maintaining a high standard of customer service and operational excellence across all company amenities. This role is key to maintaining operational excellence, ensuring employees enjoy a high standard of service, and managing relationships with vendors and stakeholders effectively.

Key Responsibilities:

Service Ticket Management:

Monitor and ensure that all service tickets filed through the TPLink tool for the Admin and Facilities Department are resolved within SLA, with escalations being minimized.

Assign service tickets to relevant Admin team members and track their progress to ensure timely closure.

Amenities Audits and Quality Control:

Conduct regular audits of company amenities, including the pantry, sleeping quarters, gym, employee lounge, parking, and other areas, to assess the quality of products and services.

Ensure adherence to company policies and processes for all amenities.

Monitor and maintain the highest level of customer service for employees using amenities, ensuring their needs are met during their visits to these spaces.

Vendor Management and Procurement:

Facilitate the process of selecting meal providers, from vendor selection to bidding, food tastings, and commissary visits, in close collaboration with the Procurement team.

Manage relationships with vendors, ensuring the consistent delivery of quality products and services.

Coordinate with building administration on any admin-related matters.

Branding and Client Visits:

Oversee the implementation of Teleperformance branding strategies onsite, ensuring adherence to branding guidelines, especially during client and sales visits.

Vendor Performance and Contracts

Organize and lead regular vendor meetings to discuss performance and ensure service levels are met.

Monitor and manage vendor contracts to ensure compliance and timely execution of services.

People Management:

Supervise and train Admin Specialists, ensuring smooth operations and a high level of performance at the sites.

Evaluate and provide timely performance appraisals for subordinates.

Stakeholder and Customer Management:

Address requests, concerns, and feedback from employees raised through various channels, including FGDs, emails, TPLink, and others.

Foster positive relationships with stakeholders to ensure effective resolution of issues and continuous improvement.

Process Improvement:

Proactively identify and implement process improvements related to Admin policies and procedures.

Track and manage inventory of equipment, tools, and appliances purchased for Admin-related tasks.

Oversee the approval and processing of purchase requests raised by Admin staff.

Invoicing and Reporting:

Ensure the accurate and timely receipt, verification, and processing of vendor invoices.

Create and maintain reports on service tickets, site audits, office allocation, and branding initiatives.

General Support:

Maintain and track inventory related to site amenities, office allocation, and branding materials.

Provide resources and support for other Facilities, Back Office, and Logistics tasks as needed.

Additional Duties:

Perform other duties as assigned by management to support the smooth functioning of the Admin and Facilities Department.

Required Skills:

�College Diploma or Bachelor's Degree in Management or equivalent is preferred

�Experience in BPO industry handling similar responsibility is preferred

�Leadership skills with the ability to train and motivate team members

�Willing to be assigned / manage multiple sites

�Excellent customer service skills

�Excellent oral and written communication skills

�Strong interpersonal skills

�Strong Vendor Management skills

�Strong computer skills to include working knowledge of MS Excel and PowerPoint

�Extensive knowledge in reporting and Admin Services tasks

�Knowledgeable in Administrative Operations Management

�Knowledgeable in Budget and Financial Management