Admin & PEZA Compliance Associate

Ivoclar Vivadent Services & Support, Inc.; Taguig; Hybrid; PHP 335,000 - 502,000; Full time

Benefits offered by this job

Training

Support

Compensation & Benefits

Tools

Working environment

Job summary

Ivoclar Vivadent Services & Support, Inc. is seeking a Facilities & Administration Associate to oversee workplace operations and administrative services, ensuring a safe, efficient, and positive employee experience.

You will report to the Workplace Experience Manager and handle facilities maintenance, vendor coordination, safety, and compliance activities to sustain readiness and standards. The role covers facilities operations, office services, compliance support, and vendor relations, with a

Qualifications

• Minimum of 2 years in Facilities Management, Administration, Office Operations, Property Management, Workplace Experience or General Services.
• Experience in a multinational or corporate office environment is an advantage.
• Strong problem-solving, multitasking, prioritization, adaptability, attention to detail, and integrity.
• Highly organized and pro-active in anticipating needs of others.
• Sound decision making skills.

Responsibilities

• Conduct regular workplace inspections for cleanliness, functionality, safety, and compliance.
• Coordinate preventive and corrective maintenance with internal stakeholders and service providers.
• Monitor facilities assets and recommend repair, replacement, or improvements.
• Support office renovations, relocations, workstation setups, and workplace enhancements.
• Maintain facility records and maintenance logs.
• Manage office supplies, pantry inventory, and facility consumables.
• Prepare purchase requisitions and coordinate purchase orders.
• Maintain facility-related records, contracts, permits, and administrative documentation.
• Assist in preparing reports and operational updates.
• Coordinate access cards, visitor passes, lockers, transportation and office access requirements.
• Coordinate vendor coordination and service quality inspections.

Skills

Organizational skills

Coordination skills

Attention to detail

Customer service orientation

Time management

Communication skills

Multitasking

Microsoft Office

Integrity & professionalism

Job description

Job Summary

The Facilities & Administration Associate supports the delivery of workplace operations and administrative services that enable a safe, efficient, and positive employee experience.

Reporting to the Workplace Experience Manager, the role executes day-to-day facilities, administration, vendor coordination, workplace safety, and compliance activities to ensure workplace readiness, operational excellence, and adherence to company standards.

Responsibilities

Facilities Operations

• Conduct regular workplace inspections to ensure cleanliness, functionality, safety, and compliance.
• Coordinate preventive and corrective maintenance activities with internal stakeholders and service providers.
• Monitor facilities assets and recommend repair, replacement, or improvement actions.
• Support office renovations, relocations, workstation setups, and workplace enhancement initiatives.
• Maintain facility records, maintenance logs, and asset documentation.

Administration & Office Services

• Manage office supplies, pantry inventory, and facility consumables.
• Prepare purchase requisitions and coordinate purchase orders according to company procedures.
• Maintain facility-related records, contracts, permits, and administrative documentation.
• Assist in preparing reports, presentations, and operational updates.
• Support visitor management and reception-related processes. Coordinate issuance of employee access badge, visitor pass, locker assignments, transportation requests, travel requests and office access requirements.

Compliance & Regulatory Support

• Coordinate the processing and renewal of business permits, licenses, and government compliance requirements (Business permit, BIR, FSIC, PEZA, BOI, etc.)
• Maintain records related to permits, contracts, inspections, and compliance activities.
• Support audits and compliance reviews as required.

Vendor Coordination

• Coordinate service providers including housekeeping, security, maintenance, pest control, courier, and other workplace vendors.
• Monitor vendor service completion and elevate service issues when necessary.
• Assist in conducting vendor performance evaluations and service quality inspections.
• Ensure vendor compliance with workplace policies and safety requirements.

Workplace Experience Support

• Support employee workplace experience programs and initiatives.
• Administer workplace feedback programs such as WE Voice and coordinate with relevant stakeholders to resolve reported concerns.
• Assist in organizing employee engagement activities, wellness programs, celebrations, and company events.
• Coordinate access cards, visitor passes, transportation requests, and workplace service requests.
• Support onboarding logistics related to workplace readiness and facilities requirements.

Workplace Safety and Emergency Preparedness

• Conduct routine workplace safety inspections and report / identify potential hazards.
• Maintain safety records, emergency supplies, first aid kits, and emergency equipment inventories. Ensure compliance with Occupational Safety and Health requirements and company standards.
• Support environmental sustainability and waste segregation initiatives.
• Maintain emergency supplies, first aid kits and emergency response equipment.
• Assist in organizing fire drills, earthquake drills and emergency preparedness activities.
• Participate as a member of emergency response teams when assigned.

Reporting & Documentation

• Prepare and maintain operational reports related to facilities, administration, permits, vendors, and workplace services.
• Track service requests and support reporting of workplace performance metrics.
• Escalate operational risks and service issues to the Workplace Experience Manager.

Qualifications

• Minimum of 2 years of experience in Facilities Management, Administration, Office Operations, Property Management, Workplace Experience or General Services.
• Experience in a multinational or corporate office environment is an advantage
• Should possess creative problem-solving skills, can multi-task, knows prioritization of tasks, resourceful, Adaptable, Flexible, tech-savvy, keen on details, has a high EQ (Emotional Quotient), understands proper etiquette, and has a high sense of integrity.
• Highly organized and pro-active in anticipating needs of others.
• Sound decision making skills.

Competencies

• Strong organizational and coordination skills
• Attention to detail and accuracy
• Customer service orientation
• Time management and prioritization
• Problem-solving capability
• Effective communication skills
• Ability to manage multiple tasks simultaneously
• Proficiency in Microsoft Office applications
• High level of professionalism, integrity, and collaboration

What We Provide:

• TRAINING: You will work with various members of our team locally and onshore to ensure you are set up for success.
• SUPPORT: A close-knit coaching and mentoring system to help you ease into the company and your role with confidence.
• COMP & BEN: Ivoclar believes in compensating employees fairly for their skills and experience and has designed the total rewards package for long-term relationships.
• TOOLS: Everything you need to help you do your work will be provided.
• WORKING ENVIRONMENT: Ivoclar prides itself on being a family-owned company with strong values so everyone we bring in becomes part of that global family.