Facilities and Admin Associate

Become a part of our worldwide outsourcing team and discover work life balance like no other.

Join our global outsourcing team and onboard an extraordinary journey that harmonizes the best of both worlds. Immerse yourself in a global role without stepping out of your home country, collaborating with talents from around the world while preserving your personal time. Our unparalleled dedication to work life balance is a promise we uphold, granting you the freedom to nurture your personal passions. As a Facilities and Admin Associate , you will offer administrative and logistical support as needed to the facilities management team and other departments. The position is also in charge of maintaining an office space that is functional, well-organized, and productive. Come join us and grasp this exceptional opportunity to take the lead on a global scale, foster innovation, and leave a substantial mark, all from the convenience of your home country.

Here’s an overview of your future role:

Employment Type: Full-time 

Schedule: Night Shift / Shifting

Work Arrangement: Onsite: SM Skyline Clark, Pampanga

What do you need to succeed? 

• Graduate of Hospitality Management, Business Administration, Tourism, Logistics, or related field.
  
• 2 to 4 years of relevant experience required.
  
• Pleasant personality is a must.
  
• Extensive experience in transportation booking using platforms such as Transportify, Grab, Lalamove, W.Express, LBC, and other logistics/freight forwarding companies.
  
• Extensive experience in ensuring seamless travel management for clients and team members (Flights, Hotels, Transportation Services, etc).
  
• Proficiency in the English language.
  
• Willingness to work night shifts and a shifting schedule, including weekends and holidays.
  

What awaits you in this role?  

Front Desk Management:

• Tracks and maintains visitor access while demonstrating security and safety awareness (e.g., maintaining visitor log sheets, ensuring compliance with contact tracing directives).
  
• Monitors the corporate main entry/lobby, greets guests, directs visitors to appropriate employees or offices, and notifies company personnel of visitor arrival, issuing identified access when necessary.
  
• Answers inquiries through available communication channels (direct line, chat, etc.), referring inquiries to the concerned department.
  
• Ensures safety and cleanliness of the reception area and entire facilities.
  
• Addresses client and staff concerns regarding facilities and administration.
  

Facilities Coordination and Management:

• Maintains office and furniture inventory, as well as pantry room supplies, practicing effective inventory management.
  
• Organizes conference and meeting room bookings, assists with room setup for meetings (e.g., drinks, food, IT equipment, WIFI/network requirements).
  
• Liaises with Customer Experience Managers (CXM), HR Business Partners (HRBP), Utilities/Maintenance Staff, and Building Administrators.
  
• Assists with local and remote facility movement and setup, coordinating with Customer Experience Managers (CXM) as needed.
  
• Coordinates with IT, CXM, and PBP for seating plan and arrangement.
  
• Provides necessary guidance to Utility/Maintenance Personnel regarding office premises and facilities issues or incidents.
  
• Strictly implements Emapta Health and Safety Protocols and maintains the requirements and protocols for the facilitys Safety Seal Certification from the LGU.
  

Administrative:

• Operates and maintains an effective filing system for the department per site.
  
• Provides administrative support to the cluster Facilities and Admin TL, CXM, and HRBP.
  
• Accomplishes reports on time (e.g., Petty Cash Fund Report, Gift Certificates Report, Office Supply Request Report, Inventory) and submits them weekly or monthly.
  
• Submits monthly Facilities and Admin Monitoring Report for all client requests through different request channels.
  

Logistics and Asset Management:

• Coordinates dispatch and recovery of IT-related equipment/machines.
  
• Complies with policies, processes, protocols, budget, and service level agreements related to Emapta assets and IT equipment.
  
• Captures and monitors Emapta assets and IT equipment recovery requests for all Emapta sites.
  
• Ensures accurate data entry and updating of Emapta assets and IT equipment dispatch and recovery using the standard tracker file.
  
• Coordinates with Recruitment Department and IT for smooth dispatch and recovery.
  
• Ensures correct delivery and/or recovery details.
  
• Submits weekly reports on dispatches, recoveries, replacements, and additional, including the cost.
  
• Coordinates with logistics and freight forwarding companies for safe, timely delivery and recovery.
  
• Coordinates with site Utility for safe and secure packaging of Emapta assets and IT equipment.
  

Risk Management:

• Assists in identifying risks and hazards in the workplace, communicating findings to immediate managers or site security for imminent threats.
  
• Supports the implementation of risk management processes in the organization.
  

Vendor Management:

• Liaises with Utilities/Maintenance Staff, Building Administrators, Contractors, and external suppliers.
  
• Coordinates activities with building personnel and vendors.
  
• Manages vendors, ensuring compliance with identified business requirements.
  
• Arranges and schedules facility maintenance, repairs, and sanitation, ensuring proper communication to affected stakeholders.
  
• Assists in vendor and service procurement.
  
• Ensures compliance with department budget and efficiently manages costs.
  

Other Responsibilities:

• Performs administrative or non-administrative duties as assigned by Company representatives as needed.
  

Why choose us?  

• HMO coverage with free dependent upon regularization
  
• Above-market salary
  
• Prime Office Location
  
• Standard government and Emapta benefits
  
• 20 days annual leave
  
• Career growth opportunities
  
• Diverse and supportive work environment
  
• Fun employee engagement activities
  

Whom you’ll work with:  

Be part of a company that empowers people to fulfill their international dreams.

You will be working with an outsourcing company that builds stable international careers with above-market salaries, plenty of growth opportunities, and a company culture that puts yours and its people’s needs in front and center. With over 500 global partners that prefer opening remote jobs in the country, our vision is to help you and thousand more Filipinos reach your full potential and dreams without the need to leave the country and work abroad.

With a wide roster of international clients from various industries and a proven track record of success, Emapta offers a stable foundation for your career . Team up with like-minded professionals who are passionate about making a meaningful impact through premium global opportunities at your fingertips. Apply now and create a better future with us. 

#EmaptaExperience

Requirements