Facilities and Admin Specialist

Ubiquity; Bacolod, Hinoba-an; On-site; PHP 279,000 - 502,000; Full time

Job summary

Ubiquity, located in the Philippines, seeks a Places Specialist to manage office tasks, PEZA reporting, procurement support, and general admin activities onsite. The role emphasizes accuracy, proactive service, and collaboration with Facilities, HR, and Accounting teams.

The ideal candidate has 1–2 years in BPO/admin roles, strong MS Office skills, and the ability to work under pressure in a fast-paced environment. Onsite work with flexible hours is required.

Qualifications

• BS in Accounting, Finance or relevant degree.
• With 1-2 years in a BPO Industry and/or Admin work related experience (Procurement, Purchasing, Bookkeeping, Office Management)
• Willing to work on flexible hours and onsite
• Ability to work under pressure
• Detail-oriented
• Computer literate with proficiency in MS Office applications
• The ability to handle multiple tasks under tight deadlines
• Above average verbal and written communication skills

Responsibilities

• Handling office and records management tasks (including PEZA related reports), filing, generating reports and presentations, setting up for meetings.
• Canvassing, reordering supplies, purchase order preparation, inventory management.
• Partner with other departments re: the Site's occupational safety, health, and security management.
• Processing requests for company IDs and locker assignments and updating databases for such.
• Making travel arrangements, such as booking flights, shuttles, and making hotel and restaurant reservations.
• Offer assistance to Facilities Heads, Housekeeping and Security team mates to ensure good housekeeping and employee safety and security, respectively.
• Offer assistance to the Accounting Department regarding payments.
• Offer assistance to the Human Resource Department and employee engagement committee.
• Represent department managers, including taking notes and recordings as needed.
• Maintain polite and professional communication via phone, email, and mail.
• Anticipate the needs of colleagues in order to ensure seamless and positive employee experience.
• Greet and assist visitors.
• Other duties as assigned from time to time.

Skills

Office admin

Communication skills

Detail oriented

Multitasking

Education

BS in Accounting, Finance or relevant degree

Tools

MS Office

Job description

At Ubiquity, we live and breathe our mantra: Head, Heart, Hustle. This isn’t just a philosophy—it’s the foundation of who we are and what we do. As a Places Specialist,you’ll embody this mantra every day, delivering exceptional service with expertise, empathy, and a drive to succeed.

What You’ll Do:

• Handling office and records management tasks (including PEZA related reports), filing, generating reports and presentations, setting up for meetings.
• Canvassing, reordering supplies, purchase order preparation, inventory management.
  
• Partner with other departments re: the Site's occupational safety, health, and security management.
  
• Processing requests for company IDs and locker assignments and updating databases for such.
  
• Making travel arrangements, such as booking flights, shuttles, and making hotel and restaurant reservations.
  
• Offer assistance to Facilities Heads, Housekeeping and Security team mates to ensure good housekeeping and employee safety and security, respectively.
  
• Offer assistance to the Accounting Department regarding payments.
  
• Offer assistance to the Human Resource Department and employee engagement committee.
  
• Represent department managers, including taking notes and recordings as needed.
  
• Maintain polite and professional communication via phone, email, and mail.
  
• Anticipate the needs of colleagues in order to ensure seamless and positive employee experience.
  
• Greet and assist visitors.
  
• Other duties as assigned from time to time.

What We’re Looking For:

Highly Required:

• Electrical and Aircon Maintenance
• Knowledgeable on PEZA documents and regulations
• Basic Occupational Safety and Health-BOSH SO2

Other Qualifications:

• BS in Accounting, Finance or relevant degree
• With 1-2 years in a BPO Industry and/or Admin work related experience (Procurement, Purchasing, Bookkeeping, Office Management)
• Willing to work on flexible hours and onsite
• Ability to work under pressure
• Detail-oriented
• Computer literate with proficiency in MS Office applications
• The ability to handle multiple tasks under tight deadlines
• Above average verbal and written communication skills

Why Join Us?

Head: Access to career development programs that help you grow professionally and personally.

Heart: Be part of a people-first culture that values your contributions and supports your aspirations.

Hustle: Thrive in a dynamic, fast-paced environment where your hard work and dedication are celebrated.

At Ubiquity, we’re more than a workplace—we’re a community that’s invested in your success. If you’re ready to make an impact and grow with us,