Service Desk Officer (URGENT)

OCS Philippines; Metro Manila; On-site; PHP 246,000 - 357,000; Full time

Job summary

OCS Philippines is seeking a Service Desk Officer to perform administrative and secretarial tasks such as monthly reports, payroll reports, memos, circulars, and other reports required by management and client.

You will provide administrative support to the team, coordinate schedules, prepare documentation, and liaise with Technical Leads for maintenance planning and weekly/monthly tasks across Metro Manila sites.

Qualifications

• Must be a college graduate of any course.
• Excellent interpersonal skills.
• Ability to interact across multiple levels of the organization and liaise with other departments and external entities.
• Serve as primary administrative point-of-contact.
• Well organized and detail oriented to manage time and dynamic schedules.
• Maintenance of good relationship with client management and staff.

Responsibilities

• Provide administrative support to team members.
• Coordinate schedules and arrange appointments.
• Prepare and manage documentation needed by the team.
• Liaise with Technical Leads for maintenance planning and weekly/monthly tasks.
• Print and distribute weekly PM task summaries to Technical Leads.
• Process service reports, forms, and requests for PMS and Mobile Team.
• Update inventory-related data and coordinate with HR for payroll and admin queries.
• Handle petty cash, reimbursements, and other admin duties.

Skills

Interpersonal skills

Administrative support

Scheduling coordination

Documentation management

Liaison with leads

Education

College degree

Job description

Position Purpose:

As the Service Desk Officer, perform administrative works and secretarial functions such as monthly reports, payroll reports, correspondences, memos, circulars, transmittals, and other reports required by management and client.

Key Result Areas:

• Provide administrative support to members of the team
• Coordinate schedules and arrange appointments
• Prepare and manage documentation needed by the team
• liaise with the Technical Leads for daily on the maintenance planning, tasks issued weekly / monthly and tasks completed weekly / monthly.
• Print out weekly the PM tasks for the coming week and give to the Technical Leads.
• Check completed PM task forms, note follow-up or repairs to be carried out and issue CM job sheets to perform the works.
• Liaise with the Technical Leads on the maintenance scheduling to ensure equipment is neither over nor under maintained, and in full compliance with the manufacturer’s recommendations, the Philippine Building Code, ISO and other requirements.
• Collation of all Service Reports for Hard Services PMS
• Creating Job Hazard Analysis per sites for ACU, HVAC, GENSET and ELECTRICAL (Metro Manila, South Luzon and North Luzon).
  Creating Permit to Work per sites for PLDT SMART for ACU, HVAC, GENSET and ELECTRICAL (Metro Manila, South Luzon and North Luzon).
• Submission and monitoring thru email and viber all TAP requests approved per site for the PMS of Mobile Team and coordinate to site helpdesk for the other Corrective requests for Job order.
• Scanning of all Service Report per item and sites then rename per Item and send to site helpdesk and Area Manager.
• Printing of Temporary Access permit per approved sites for the PMS (HVAC, ACU, GENSET and ELECTRICAL)
• Filing of all Service Reports per units and sites.
• Printing of TAP request via email, Blank Service Reports, JHA, PTW, Daily Toolbox Meeting, Attendance and other forms needed by Mobile Team.
• Encoding all the Service Report per unit of ACU and HVAC to Excel file (Equipment Tag, Capacity of unit, Model, Serial Number, Brand, Asset Tag and Location) for inventory purposes.
• Processing of Purchase request for Mobile Team equipment, tools, materials and consumables needed.
• Updating the daily tracker of Accomplishments and daily activities of Mobile Team employees.
• Coordination to HR for all Mobile Team employees queries like, COE, Payroll, Loan, ID's, AUB card and other administrative concerns.
• Creating Summary Sheets of DTR's all Mobile Team employess (54 FTE's) for payroll every cut off.
• Processing of Petty Cash Replenishments/Liquidations, Reimbursements, Cash Request to Finance.
• Other duties as reasonably requested from time to time.

Key Competencies:

• Must be a college graduate of any course.
• Possess excellent interpersonal skills
• Comfortably interact across multiple levels of the organization and liaise with other departments, personnel and external business entities
• Serve as primary administrative point-of-contact
• Well organized and detail oriented to effectively manage their time as well as the dynamic schedules of the team
• A proven background in the field of facility management or similar related discipline
• Relevant tertiary qualifications and/or relevant equivalent experience required to provide the outcomes listed above
• Maintenance of a good relationship with the client management and staff.