Office Coordinator and Executive Assistant

Fluence; Manila; On-site; PHP 420,000 - 660,000; Full time

Job summary

Fluence Manila office seeks an Office Manager/Coordinator to oversee daily operations, procurement, and workspace administration. The role blends office management, facilities support, and EHS coordination with limited EA tasks for local leadership.

The candidate will manage space planning, vendor relations, incident response, and cross‑functional support, requiring strong organization, communication, and a proactive, detail‑oriented approach.

Qualifications

• 5+ years in office management or related roles.
• Familiarity with shared-building environments and EHS practices.
• Strong organizational and communication skills; ability to manage multiple priorities.
• Proficiency in Microsoft Office 365; experience with ERP/CRM systems and Concur is a plus.
• Fluency in local language and English.

Responsibilities

• Office Management: oversee daily operations, procurement, inventory, and front-desk activities.
• EHS & Emergency Response: act as emergency contact, coordinate drills, and liaise with building management.
• Business Support: assist cross-functional teams, meetings, documents, and onboarding.
• Facilities Management: coordinate maintenance, security, IT support, and service providers.
• EA Support: assist local leaders with calendar management, travel, and briefing materials.

Skills

Office management

EHS coordination

Communication

Multitasking

Time management

Stakeholder management

Independence

Discretion

Organizational skills

English proficiency

Tools

Salesforce

NetSuite

SAP

PowerBI

Concur

Microsoft Office 365

Job description

Job Description

Role Summary

The Office Manager/ Coordinator ensures smooth day-to-day office operations. This role combines office management, business support, facilities coordination, and local EHS support, with limited Executive Assistant (EA) activities in support of local leadership.

Key Responsibilities

Office Management

• Manage daily office operations to maintain a professional, efficient, and welcoming working environment.
• Oversee procurement and inventory of office supplies, furniture, and equipment.
• Ensure office cleanliness, organization, and overall appearance (“look & feel”).
• Serve as the first point of contact for visitors, deliveries, and general office inquiries.
• Support office moves, space planning, and desk allocation as required.

Environment, Health & Safety (EHS) & Emergency Response

• Act as the Emergency Response contact for the office, coordinating local response and communication during incidents or evacuations.
• Schedule and coordinate evacuation drills as required (often annually or semi‑annually).
• Document drill performance and follow up on improvement actions.
• Support implementation of EHS, local regulations, policies, procedures, and guidelines.
• Coordinate logistics for EHS training, inductions, toolbox talks, and emergency drills in cooperation with the tenant.
• Serve as the primary liaison with building management and emergency services during incidents.
• Ensure availability, visibility, and upkeep of safety, environment and emergency equipment (first‑aid kits, AED, fire extinguishers, signage).
• Support environmental initiatives related to office operations (waste separation, sustainability practices).
• Assist with incident reporting, investigations, documentation, audits, and inspections.
• Communicate EHS updates, emergency procedures, and safety reminders to office staff.
• Maintain first‑aider certification. Training will be arranged by the company.
• Provide initial coordination during incidents until professional responders arrive.
• Participate in EHS committees, audits, and EHS performance reviews.
• Support rollout of global or regional EHS programs.

Business Support

• Provide administrative and operational support to cross‑functional teams.
• Coordinate internal meetings, workshops, client visits, and office events.
• Prepare, format, and maintain business documents, reports, presentations, and meeting materials.
• Support onboarding activities, including workspace setup, access badges, equipment, and welcome packs.
• Support invoice processing and expense approvals using Concur.

Facilities Management

• Act as the primary point of contact with the building tenant / property management for all facilities‑related matters.
• Coordinate maintenance, cleaning, security, IT support, and shared‑building services.
• Track, follow up, and resolve facility issues with service providers and tenant contacts.
• Manage access badges, keys, parking, and shared‑building protocols.
• Support monitoring of facilities‑related costs and service‑level agreements.

Executive Assistant (EA) Support

• Provide administrative support to local leaders as required.
• Assist with calendar management, meeting scheduling, agendas, and briefings.
• Prepare presentations, reports, and meeting notes.
• Support travel arrangements and travel expense reporting, including booking travel and processing expenses.
• Act as a trusted point of contact for confidential or time‑sensitive matters.

Required Qualifications & Skills

• Minimum 5 years’ experience in office management, facilities coordination, business support, or administrative roles.
• Familiarity with shared‑building environments, EHS practices, and emergency response coordination is an advantage.
• Strong organizational, planning, and multitasking skills.
• Ability to work independently and manage competing priorities.
• Excellent interpersonal, stakeholder‑management, and communication skills.
• High level of discretion, professionalism, and attention to detail.
• Proficiency in Microsoft Office 365; experience with ERP/CRM systems (Salesforce, NetSuite, SAP, PowerBI) and Concur is a plus.
• Fluency in local language and English, written and spoken.