Facilities & Safety Coordinator

POSITION SUMMARY

Reporting to the Office & Facilities Manager, the Administrative Specialist delivers consistent

quality administrative and business support services while working with flexible timelines and

high demands of all operational areas of the Office & Facilities Team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs regular inspections and reviews to ensure employees adhere to building

protocols and safety policies.

• Assists in the development of company policies, processes, and procedures as it relates

to safety and compliance.

• Collects and analyzes data and recommends solutions on safety work procedures and

adherence.

• Responds when workplace accidents happen, creating safety reports and determining

ways to prevent similar accidents.

• Assists in the preparation of reports, correspondence, memorandum, minutes of the

meetings and other documents pertaining to Office & Facilities.

• Researches, collects, analyzes data and prepares/ensures timely release of accurate and

complete reports for the team.

• Coordinates and works with service providers in cascading any Admin-related

information to stakeholders and other departments.

• Maintains and designs filing systems for Office & Facilities and ensures monitoring file is

updated.

• Organizes and files important company forms and documents.

• Monitors inbound and outbound documents (Invoices & Official Receipts.)

• Manages the request of gate passes and work permits to the Building Admin.

• Manages deliveries of supplies and purchases.

• Manages inventory of Janitorial Supplies, Office Supplies, and coffee supplies of the sites

and ensures supplies are adequate and sufficient.

• Manages and tracks OPEX for Office & Facilities.

• Maintains team calendar, schedules meetings and appointments.

• Supports the team on various events and initiatives.

• Acts as overall Admin Support responsible for, but not limited to:

Company ID and Access Badge requests, printing, and distribution

Foot Traffic Monitoring

Scanning documents

Transport Management

QUALIFICATIONS

• At least minimal experience in the health and safety field as Safety Coordinator or

similar role that assists/helps enforce safety standards.

• Experience in writing policies and knowledge on the local rules & laws on occupational

health and safety standards.

• Requires 3 years of experience supporting administrative or project management.

• Bachelor’s degree (or equivalent work experience)

• Computer proficiency

Adept in MS Office Applications (MS Word, MS PowerPoint, MS Excel)

• Excellent written and verbal communication skills

• Has good organizational, time management, customer service, problem-solving, and

analytical skills and can operate with minimum supervision.

• Efficient, natural problem solver, multi-tasker, high level of focus on details, has the

ability to plan and coordinate tasks to completion.

• Strong knowledge on office processes and procedures

• High sense of business ethics and professionalism

• Possesses strong interpersonal skills and high emotional intelligence.

• Discreet and respectful of confidentiality

• Highly organized and resourceful

• Has the ability to work on tight deadlines while producing high-quality work.

PHYSICAL DEMANDS

• Willing to work on extended hours or irregular hours on an as needed basis.

• Willing to work Mondays-Fridays, graveyard shift, 10:00PM to 07:00AM

#LI-RC1