Facilities Coordinator

The Facilities Coordinator (Workplace Experience Analyst) is responsible for providing support to stakeholders concerning Administration, Hospitality and Facilities services arrangements. He/She oversees the administrative function of the Facilities (Workplace Experience) Team.

Functional Responsibility

• Providing general administrative support such as answering phones, managing correspondence (e.g., emails, letters, packages)

• Welcoming guests, handling inquiries, and providing information about facilities and services.
• Food preparations and client or executive visit preparations
• Providing excellent customer service by addressing guest concerns, resolving issues, and ensuring that guests have a positive experience during their stay.
• Managing and assisting with food and beverage service by setting up tables, serving meals, clearing dishes, and ensuring that guests' needs are met in dining areas.
• Support in events management

• Assisting with administrative tasks such as answering phones, responding to emails, managing reservations, and maintaining guest records.
• Manage tickets and requests
• Monitor employee productivity and provide documented feedback and coaching to HK and receptionist leads, as needed
• Create and maintain hospitality files such as augmentation request, supplies inventory, headcount and work schedules.
• Conduct weekly inspection of facilities using the monitoring form provided by HK/receptionist partner/s
• Managing housekeeping staff with tasks such as cleaning rooms, replenishing supplies, and ensuring the site is clean and well-maintained.
• Facilitate team meetings and monthly FGD with personnel
• Coordinate and execute hospitality-related tasks during client visits
• Review receptionist and housekeeping personnel DTRs twice a month in line with agency payroll timelines
• Finalize and publish work schedules on a weekly basis.
• Assist manager on performance and employee development initiatives
• Assist in addressing feedback based on Focus Group Discussions
• Offer recommendations on process improvements
• Provide and present a weekly productivity report

• Assisting with scheduling appointments, meetings, and travel arrangements for executives or team members.
• Helping to organize and coordinate meetings by scheduling meeting rooms, preparing agendas, taking minutes, and distributing meeting materials.

• Managing and prioritizing incoming emails, responding to routine inquiries, and forwarding important messages to relevant parties.
• Maintaining and updating databases, ensuring data accuracy, and generating reports as needed.
• Organizing and maintaining physical and electronic filing systems to ensure easy access to documents and information.
• Inputting data into databases or spreadsheets, maintaining and organizing files, and keeping records up-to-date.
• Drafting and formatting documents such as memos, reports, presentations, and spreadsheets using word processing or presentation software.

• Monitoring and ordering office supplies, maintaining office equipment (e.g., printers, copiers), and coordinating repairs or maintenance as needed.
• Key management and locker management
• Support in clearance process for Facilities related items

• Monitoring and controlling inventory levels to ensure adequate stock levels while minimizing excess inventory and associated costs.

• Analyzing supply chain processes to identify inefficiencies and implementing strategies to improve the efficiency and reliability of the supply chain.

• Optimizing transportation routes and modes to reduce costs and improve delivery times, ensuring that goods are delivered to customers in a timely and cost-effective manner.

• Implementing systems to track the location and condition of assets, such as equipment and vehicles, to ensure they are utilized efficiently and maintained properly to maximize their lifespan.

• Assisting with project-related tasks such as preparing project timelines, tracking progress, and organizing project-related documentation.

• Providing excellent employee experience within the administrative functions of Facilities

• Identifying areas for improvement in workplace expeerience management processes and implementing initiatives to increase efficiency, reduce costs, and enhance overall performance.

• Performing other miscellaneous administrative tasks as assigned, such as photocopying, scanning, filing, or running errands.
• Support in ordering for food for events, and any orders that may be deemed necessary to support the site.
• Preparation of gatepass and permits necessary for daily operations of the site
• Other tasks that may be assigned by the HOD

• Afni stakeholders

• Service partners, contractors, lessors, building management, government agencies.

• Bachelor’s degree

• 1-3 years in Facilities, Property or Administration functions with exposure to CCO/BPO/ITO operations, with exposure to asset management and hospitality management

• General/basic knowledge of ITO/BPO/CCO.
• MSO Proficient.
• Six sigma, project management, vendor and/or materials management exposure is a plus
• Exceptional written and verbal communications