Office & EHS Coordinator with Executive Assistant Support

Fluence BESS India Private Limited; Philippines; On-site; PHP 300,000 - 480,000; Full time

Job summary

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.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Organizational skills

Stakeholder management

Communication skills

Multitasking

Discretion and professionalism

Tools

Microsoft Office 365

Salesforce

NetSuite

SAP

PowerBI

Concur

Job description

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.