Job Description

Front Desk Management

• Supervises the day-to-day operations of front desks and reception areas for business primarily
• Ensures that the front desk and reception area is kept clean and organized.
• Maintains front desk office supplies in optimum level and equipment in good condition
• Answers queries, screen and direct phone calls
• Receives, sorts, and distributes parcels
• Entertains foreign and local guests in a presentable and respectful manner
• Manages the traffic at the lobby together with the lobby guard
• Manages and controls the use of the paging system
• Ensures that all needed forms at the lobby are available and guide employees in using the online forms if needed
• Performs administrative duties such as filing and updating records, among others, as needed.
• Tends to guests' complaints and questions and providing best customer service possible.

Lobby, Common Areas, and Meeting Area Management and Maintenance

• Management of meeting room reservations
• Coordinates necessary meeting requirements (refreshments, physical arrangements, etc)
• Observes and ensures cleanliness and order at the lobby, rest rooms, and at conference rooms / meeting areas
• Maintains the assigned area in top shape and make request and coordinates to Plant facility maintenance team for facility repairs or improvements;
• Consolidates list of items in inventory with defects, wear or damage, and reports this information to the admin supervisor. Maintains records of damaged equipment / item.
• Monitor status of work request forms made to the Plant Facility Maintenance team
• Observes and reports any issues raised immediately to the concerned action party / department
• Ensures that safety and security procedures are observed properly together with the security
• Coordinates cleanliness and security concerns with cleaning crew and security group

Administrative Duties and General Services

• Implements administrative systems, policies and procedures
• Inventory monitoring, management, and requisition of cleaning, emergency, office, pantry, and disinfecting supplies and giveaways
• Submission and monitoring of requests for payments of utilities, shuttle, and other billings
• Assists employees in applying for FPIP Park Sticker
• Screens FPIP coupon requests and monitor consumption, purchase new FPIP coupon booklets
• Submits lobby/admin reports on company vehicle usage, visitors demographics, facility concerns, expenses, etc
• Facilitates the physical arrangements required for company activities (General Assembly, Health and Wellness seminars, group exercises, blood donation, etc)
• Locker utilization monitoring and issuance of lockers and padlocks to employees
• Schedules and assigns messenger trips and special tasks to general services personnel
• Proper handling and budgeting of admin revolving fund
• PR issuance of supplies (cleaning / disinfection, office supplies, pantry) and PR justification
• Basic filing/monitoring of records
• maintain orderly records in compliance with company regulations
• Perform other adhoc admin tasks

Company Vehicles / Employee Shuttle Services

• Monitor RFID load and Fleet Card consumption
• Ensure completeness of road requirements; monitor due dates and schedule renewal
• Collate weekly shuttle requests
• Arrange OB, employee shuttle trips
• Prepare Request for Payment for employee shuttle billings, Shell Fleet Card, etc

Janitorial Services

• Checking and signing of Daily time cards

• Ensures enough manpower deployment and checking of weekly manpower schedule

• Escalations of manpower concerns for cleaning and maintaining upkeep of the facility

• Collation and submission of monthly performance evaluation for outsourced cleaning / housekeeping personnel
• Maintains and monitor adequate stocks of cleaning and disinfection supplies; make requisitions as necessary

• Prepares request for payment RFP for monthly manpower billings

• Monitors regular monthly billings and reconciliation with Finance

• Assignment of special tasks and giving out instructions to outsourced cleaning / housekeeping lead

• Messengerial Trips Arrangement

Qualifications:
Preferably with previous experience in a clerical or secretarial role or experience handling administrative tasks. Should have strong understanding of business management.
Good organization, time management and scheduling skills
Experiencing using office management software, including word processing software and spreadsheets
Ability to multitask
Detail oriented