Admin Facilities Associate

ServiceFirst; Muntinlupa; On-site; PHP 279,000 - 391,000; Full time

Job summary

ServiceFirst is seeking an Admin Facilities Associate to support operations at our Manila site. You will report to the Admin & Facilities Supervisor and act as the main contact for vendors, contracts, and payments. The ideal candidate has 1+ year in facilities or admin roles and strong communication.

Duties include coordinating maintenance, inspections, housekeeping, utilities monitoring, and weekly reporting. Ensure safety compliance and handle confidential information.

Qualifications

• At least 1 year in facilities or admin roles.
• Experience with vendor management and contract administration.
• Strong written and verbal communication.
• Ability to handle confidential information.

Responsibilities

• Coordinate maintenance, inspections, and housekeeping activities.
• Manage vendor relations and contract documentation.
• Oversee payments and procurement related to facilities.
• Monitor utilities and safety compliance; report risks.
• Prepare weekly reports and present updates to leadership.
• Support visitor and client coordination on-site.

Skills

Vendor management

Contract management

Facilities administration

Communication

Tools

Word

Excel

PowerPoint

Job description

ServiceFirst is a world-class call center and BPO with strategic locations around the globe providing an elevated Customer Experience to benefit our client’s businesses with exceptional customer engagement.

While our core business is to help our partners better serve their customers, ServiceFirst will also provide reduced labor and operational costs, a diversified footprint for business reliability, and an innovative entrepreneurial culture – all to attain corporate performance objectives as our partners trusted advisor and preferred business partner.

As an Admin Facilities Associate, you will report to the Admin & Facilities Supervisor all the task updates in terms of being the point of contact for all 3rd party vendor-related tasks and concerns, such as but not limited to full-cycle vendor management, contract management, requests for payment, vendor programs, and projects.

Duties and Responsibilities:

• Responsible in ensuring Facility admin support services and coverage to its stakeholders especially in meetings, company events, inspections, and external maintenance
• Monitor and track the regular inspection of emergency equipment (i.e., fire extinguisher, smoke detector, emergency lights) to ensure that it is compliant to standards and ensure its workability in times of a possible emergency situation.
• Acts as a support point of contact to the Admin & Facilities Supervisor in terms of ensuring the emergency preparedness of the facility and our stakeholders through monthly sync-ups and advisory
• Responsible in updating and ensuring that the facility is compliant to the minimum number of emergency responders in times of emergency
• Responsible in ensuring that the whole facility is clean and presentable by checking and monitoring daily cleaning checklist and compliance to company housekeeping standards
• Track and monitor possible escalations in housekeeping and coordinate possible solutions to the housekeeping supervisorMonitor and track scheduled maintenance of all office and facility materials and equipment (i.e., FDAS, HVAC, Fire Extinguisher, Smoke Detectors, CCTV) and make sure that it is performing within the required standards and make necessary request for repair or replacement if deemed necessary
• Track and Monitor utilities consumption by recording its daily wattage reading to ensure accurate data in computing for the monthly utilities
• Responsible in monitoring and making necessary request of the hardware supplies and materials in order to effectively perform facilities admin support
• Monitor and track, and review all facilities related expenses incurred by the company
• Will support the site supervisor in ensuring efficient admin support to visitor and clients visiting the site
• Will act as the main point of contact in contract management for housekeeping, security, driver and concessionaires and ensure that the coverage dates are monitored
• Will act as the main point of contact in full life-cycle vendor management including from selection, educating the vendors on organization requirements and expectations, finalization of vendor, renewals, Proper closer of contracts. Periodical review and renewal of vendor status. Ensure statutory compliance of vendor and periodic review of agreed rates
• Ensure the facility meets health and safety requirements and that equipment complies with legislation and company standards
• Conducts monthly performance evaluation of vendors and share result and needs improvement to them through an official meeting to make sure
• Generate weekly report and presentation of the Facilities admin tasks update and all other relevant data gathered for the week

What we’re looking for:

• At least 1 years of experiences in Facilities Management and Administration
• Undergone at least 40 hours Occupational Safety and Health training (preferable)
• Has an extensive understanding in Building and Equipment Maintenance (preferable)
• Strong written and verbal communication and organizational skills
• Strong attention to details and instructions
• Amenable to extend working hours, if necessary
• With strong sense of discretion and confidentiality
• Willing to work on shifting schedule
• Proficient in Word, Excel, and PowerPoint for presentations and reports required.
• Professional demeanor, dependable, and able to maintain confidential information.

Service First is an equal opportunity and affirmative action employer and will consider all qualified applicants without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status or any other protected factors under federal, state or local law.