Facilities and Office Administration Senior Associate
Hedgeserv Makati Full-time
Job Description
The Facilities Department is responsible for delivering global workplace, facilities, and office administrative services across all company offices. The team ensures a consistent, safe, efficient, and welcoming workplace experience for employees, visitors, and business partners worldwide.Working closely with regional stakeholders, vendors, and building management teams, the department supports operational excellence, service delivery, workplace standards, and employee engagement across multiple locations and time zones.
Duties and Responsibilities:
As part of the global team delivering workplace and administrative services within their assigned office and supporting broader global facilities initiatives. Whilst servicing as the primary contact for employees regarding office related queries and support the role consists of:
Office Operations- Manage the day-to-day running of the office and workplace services, ensuring the office is clean, organized and fully operational.
- Ordering Supplies, managing couriers and assisting with any visitors, incoming calls and general emails. Coordinate maintenance requests, repairs, security access, cleaning, waste management, and other workplace services
- Liaise closely with building management and facilities teams to ensure all building services are delivered effectively.
- Support Business Continuity Planning (BCP) initiatives and preparedness.
- Manage relationships with suppliers, contractors, and service providers.
- Obtain quotations and support procurement activities for office supplies and services.
- Raise and manage purchase orders and process invoices to ensure timely payment
- Track budgets and expenditure
- Act as Safety Officer, carrying out regular workplace checks and reporting any issues that need attention
- Co-ordinate file drills, safety training and implement any emergency procedures.
- Conduct routine safety checks, identify potential hazards and follow up on any issues identified, putting in place solutions to reduce risks.
- Ensuring compliance with occupational health and safety standards.
- At least 2 years experience in a similar role
- Knowledge of purchase orders, invoicing and vendor management
- Familiar with Safety and Health compliance within an office environment
- Strong organisational and multitasking skills with the ability to manage competing priorities
- Proficiency in Microsoft Office Applications
- Attention to detail and strong customer-focus with a proactive and professional approach.
- Hybrid working arrangements – may be required to spend time working in the office as well as working from home.
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