Office Coordinator and Executive Assistant

Fluence BESS India Private Limited; Philippines; Presencial; PHP 300.000 - 480.000; Jornada completa

Descripción de la vacante

Fluence seeks an Office Manager/Coordinator in the Philippines to ensure smooth day-to-day operations, blending office management, business support, facilities coordination, and local EHS activities with limited Executive Assistant tasks for local leadership.

The role covers procurement, space planning, visitor handling, safety drills, and cross-functional meeting support to maintain a professional, welcoming workplace aligned with global EHS standards.

Formación

• Minimum 5 years of 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.
• Fluency in local language and English, written and spoken.

Responsabilidades

• 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.
• Serve as the first point of contact for visitors, deliveries, and general office inquiries.
• Support office moves, space planning, and desk allocation as required.
• 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.
• Act as the primary point of contact with the building tenant / property management for facilities 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.

Conocimientos

Organizational skills

Stakeholder management

Communication skills

Multitasking

Discretion and professionalism

Herramientas

Microsoft Office 365

Salesforce

NetSuite

SAP

PowerBI

Concur

Descripción del empleo

Fluence (Nasdaq: FLNC) is a global market leader delivering intelligent energy storage and optimization software for renewables and storage. Our solutions and operational services are helping to create a more resilient grid and unlock the full potential of renewable portfolios. With gigawatts of successful implementations across nearly 50 markets, we are transforming the way we power our world for a more sustainable future. For more information, please visit fluenceenergy.com .

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

• Provides local operational EHS support and crisis/emergency planning and coordination.
• 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

• EA support is limited in scope and focused on enabling local leadership efficiency.
• 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.

Our Culture

At Fluence, our culture is the foundation that drives our ambitious growth strategy and fuels our mission to transform the future of energy. Our core cultural pilla