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