San Jose del Monte - Facilities and Admin Associate | Shifting | Onsite | Pampanga

Keep the workplace running like clockwork

Just real work, real balance.

What You'll Do

Be part of our client's team as a Facilities and Admin Associate, and take charge of the daily rhythm of a busy, high-functioning workspace. You'll ensure everything runs smoothly behind the scenes so others can focus on the bigger picture.

Quick Look at the Role

Work Setup: Onsite - Clark, Pampanga

• Comprehensive HMO coverage with free dependent upon regularization
• Competitive Salary Package
• Prime office location in Pampanga (Conveniently accessible by PUVs, with nearby restaurants and banks)
• Fully customized Emapta laptop with peripherals
• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit https://bit.ly/EmaptaTrainingCalendar)
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer!
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more!)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used on your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

• Graduate of Hospitality Management, Business Administration, Tourism, Logistics, or a related field
• 2 to 4 years of relevant work experience
• Experience in booking transportation through platforms like Transportify, Grab, Lalamove, W.Express, LBC, and similar logistics providers
• Experience in managing travel arrangements for clients and team members (flights, hotels, transportation services, etc.)
• Proficient in English (verbal and written)
• Willing to work night shifts and a rotating schedule, including weekends and holidays

Your Day-to-Day Impact

Front Desk Management:

• Track and maintain visitor access, ensuring security and safety awareness (e.g., maintaining visitor log sheets, complying with contact tracing directives).
• Monitor the corporate main entry/lobby, greet guests, direct visitors to appropriate employees or offices, and notify personnel of visitor arrivals, issuing access when necessary.
• Answer inquiries through various communication channels (direct line, chat, etc.), referring them to the appropriate department.
• Ensure the safety and cleanliness of the reception area and facilities.
• Address client and staff concerns regarding facilities and administration.

Facilities Coordination and Management:

• Maintain office and furniture inventory, as well as pantry supplies, ensuring effective inventory management.
• Organize and assist with conference and meeting room bookings, including room setup for meetings (e.g., drinks, food, IT equipment, Wi-Fi/network requirements).
• Liaise with Customer Experience Managers (CXM), HR Business Partners (HRBP), Utilities/Maintenance Staff, and Building Administrators.
• Assist with local and remote facility movements and setups, coordinating with CXMs as needed.
• Coordinate with IT, CXM, and PBP for seating plans and arrangements.
• Provide guidance to Utility/Maintenance Personnel regarding office and facilities issues or incidents.
• Strictly implement Emapta Health and Safety Protocols and maintain the Safety Seal Certification requirements from the LGU.

Administrative:

• Operate and maintain an organized filing system for the department at each site.
• Provide administrative support to the cluster Facilities and Admin TL, CXM, and HRBP.
• Complete and submit reports on time (e.g., Petty Cash Fund Report, Gift Certificates Report, Office Supply Request Report, Inventory) on a weekly or monthly basis.
• Submit monthly Facilities and Admin Monitoring Reports for all client requests received through various channels.

Logistics and Asset Management:

• Coordinate the dispatch and recovery of IT-related equipment and machines.
• Ensure compliance with policies, processes, protocols, budget, and service level agreements regarding Emapta assets and IT equipment.
• Capture and monitor asset recovery requests across all Emapta sites, ensuring accurate data entry and updates using the standard tracker file.
• Coordinate with the Recruitment Department and IT for smooth dispatch and recovery processes.
• Ensure the correct details for deliveries and recoveries.
• Submit weekly reports on dispatches, recoveries, replacements, and additional activities, including associated costs.
• Coordinate with logistics and freight forwarding companies for safe and timely delivery and recovery of assets.
• Work with site Utility staff for secure packaging of Emapta assets and IT equipment.

Risk Management:

• Assist in identifying workplace risks and hazards, communicating findings to managers or site security for any imminent threats.
• Support the implementation of risk management processes across the organization.

Vendor Management:

• Liaise with Utilities/Maintenance Staff, Building Administrators, Contractors, and external suppliers.
• Coordinate activities with building personnel and vendors to ensure smooth operations.
• Manage vendors to ensure compliance with identified business requirements.
• Arrange and schedule facility maintenance, repairs, and sanitation, ensuring timely communication to affected stakeholders.
• Assist in the procurement of vendors and services.
• Ensure compliance with the department budget and manage costs efficiently.

Other Responsibilities:

• Perform additional administrative or non-administrative duties as assigned by Company representatives as needed.

Welcome to Emapta Philippines!

With over 15 years in the industry and a presence in 11 countries, Emapta is known for treating people right, offering real career growth, and creating work environments where talent thrives.

Apply now and be part of the #EmaptaEra!