PROJECT ASSISTANT

23 hours ago

Makati City, National Capital Region, Philippines Head Hunt Philippines Full time

Job Summary

The Project Assistant for HVAC & Technical Support is a crucial coordination role responsible for managing the administrative, logistical, and documentation processes related to all Heating, Ventilation, Air Conditioning (HVAC), Refrigeration (R-Systems), and general technical maintenance projects across Auro Cafe's retail locations. This position ensures that all technical work is completed on time, within budget, and meets the quality standards required for customer comfort and sensitive product storage (chocolate/perishables).

Key Responsibilities

Project Coordination & Logistics

  • Schedule and coordinate preventative maintenance (PM) and emergency repair visits with external HVAC/R contractors and internal facility staff.
  • Manage the technical work order system, ensuring all service requests from cafe locations are logged, prioritized, and assigned to the appropriate technician promptly.
  • Track the status of all ongoing technical projects (e.g., new cafe fit-outs, system replacements, major repairs) and escalate delays to the Operations Manager.
  • Coordinate access to cafe locations for contractors, ensuring minimal disruption to business hours and providing necessary support during the work.

Administrative Support & Documentation

  • Maintain detailed records of all technical assets, including HVAC units, espresso machines, refrigeration units, and their respective warranty status, service history, and parts lists.
  • Review and process contractor invoices, ensuring they align with approved quotes, work orders, and completion reports before submitting them for payment.
  • Draft and manage proposals and contracts for routine maintenance and small-to-medium technical repair projects.
  • Organize and maintain a central library of technical documentation, including equipment manuals, blueprints, and regulatory compliance certificates.

Procurement & Inventory

  • Assist in the procurement of spare parts, specialized tools, and consumables required for facility maintenance, negotiating favorable terms with suppliers.
  • Monitor inventory levels for common replacement parts (e.g., air filters, belts, lighting) held at the main office or in storage.
  • Track maintenance expenditures against project budgets and report on cost variances to the Operations Manager.

Job Type: Full-time

Work Location: In person

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