URGENT Facilities Assistant

4 days ago

Cagayan de Oro, Northern Mindanao, Philippines Teleperformance Full time $40,000 - $60,000 per year

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

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