Admin Assistant (Operations Support Assistant)

I . Job Summary

The role involves coordinating with service providers, monitoring equipment, and proactively reporting facility-related issues.

1. Facilities and Asset Management

• Conduct routine inspections of store facilities, including but not limited to lighting, air conditioning, plumbing, refrigeration, and sound system.
• Monitor leaks and floor/tile issues that may arise in the store
• Report and coordinate repairs or maintenance needs through the OS Ticketing (for both internal teams and external service providers)
• Monitor cleanliness and sanitation of employee common areas (e.g., restrooms, break rooms, comfort rooms, storage rooms)
• Conduct periodic inventory/audit of fixed assets (e.g., vendor modules, point-of-sale and its accessories, non-trade items, push carts, chairs, etc.) and ensure all are accounted for

1. Occupational Safety

• Monitor compliance with the set warehouse safety practices
• Support the implementation of occupational health and safety (OHS) policies and procedures
• Ensure backup systems (e.g., generators, fire extinguishers, emergency lights) are functional and regularly tested
• Conduct basic safety inspections (e.g., fire exits, spill hazards, fire alarms, smoke detectors, sprinkler system)
• Assist in incident reporting and documentation of workplace accidents or near-misses

1. Food Safety Compliance

• Assist in implementing and monitoring food safety protocols following local regulations (e.g., FDA Philippines, DOH)
• Conduct regular checks of cold storage units, food preparation areas, and sanitation practices
• Ensure proper waste disposal and pest control measures are in place and documented

1. Scrap Management

• Organize scrap materials in the stores
• Coordinate the pull-out of scrap materials from successful bidders as coordinated by the Admin Department
• Maintain an accurate record of scrap inventory and pull-out activities

1. Administration, Documentation, and Reporting

• Monitor logs of equipment maintenance schedules and service records
• Maintain records of inspections and compliance checklists (i.e., preventive maintenance monitoring)
• Assist in preparing reports for management on facility status, safety audits, and food safety compliance
• Liaise with key stakeholders (i.e., Engineering Department and third-party service providers for cleaning, repairs, pest control, and equipment servicing)
• Monitor contractor and housekeeping personnel performance and ensure compliance with store safety protocols

• Store Head
• Assistant Store Head/s
• Selling Supervisors
• Engineering
• Admin Dept
• Store Development
• QMFS
• Mall Admin

• Basic Facilities Management
• Food Safety Standards
• Occupational Safety & Health
• Accountability
• Incident Reporting
• Attention to Detail
• Team collaboration
• Communication Skills
• Customer-centricity

• Bachelor’s degree related to Engineering
• At least 1 year of relevant experience in the field of retail
• Open for fresh graduates