Description
Position Details
The Workplace Experience Analyst is responsible for providing support to stakeholders concerning Administration, Hospitality and Facilities services arrangements. He/She oversees the administrative function of the Facilities (Workplace Experience) Team.
Functional Responsibility
- Support
- Providing general administrative support such as answering phones, managing correspondence (e.g., emails, letters, packages)
- Guest Services Assistance
- Welcoming guests, handling inquiries, and providing information about facilities and services.
- Food preparations and client or executive visit preparations
- Providing excellent customer service by addressing guest concerns, resolving issues, and ensuring that guests have a positive experience during their stay.
- Managing and assisting with food and beverage service by setting up tables, serving meals, clearing dishes, and ensuring that guests' needs are met in dining areas.
- Support in events management
- Administrative Support
- Assisting with administrative tasks such as answering phones, responding to emails, managing reservations, and maintaining guest records.
- Manage tickets and requests
- Monitor employee productivity and provide documented feedback and coaching to HK and receptionist leads, as needed
- Create and maintain hospitality files such as augmentation request, supplies inventory, headcount and work schedules.
- Conduct weekly inspection of facilities using the monitoring form provided by HK/receptionist partner/s
- Managing housekeeping staff with tasks such as cleaning rooms, replenishing supplies, and ensuring the site is clean and well-maintained.
- Facilitate team meetings and monthly FGD with personnel
- Coordinate and execute hospitality-related tasks during client visits
- Review receptionist and housekeeping personnel DTRs twice a month in line with agency payroll timelines
- Finalize and publish work schedules on a weekly basis.
- Assist manager on performance and employee development initiatives
- Assist in addressing feedback based on Focus Group Discussions
- Offer recommendations on process improvements
- Provide and present a weekly productivity report
- Scheduling and Calendar Management and Meeting Coordination
- Assisting with scheduling appointments, meetings, and travel arrangements for executives or team members.
- Helping to organize and coordinate meetings by scheduling meeting rooms, preparing agendas, taking minutes, and distributing meeting materials.
- Database Management and Email and Correspondence Management
- Managing and prioritizing incoming emails, responding to routine inquiries, and forwarding important messages to relevant parties.
- Maintaining and updating databases, ensuring data accuracy, and generating reports as needed.
- Organizing and maintaining physical and electronic filing systems to ensure easy access to documents and information.
- Inputting data into databases or spreadsheets, maintaining and organizing files, and keeping records up-to-date.
- Drafting and formatting documents such as memos, reports, presentations, and spreadsheets using word processing or presentation software.
- Office Equipment and Supplies
- Monitoring and ordering office supplies, maintaining office equipment (e.g., printers, copiers), and coordinating repairs or maintenance as needed.
- Key management and locker management
- Support in clearance process for Facilities related items
- Inventory Management
- Monitoring and controlling inventory levels to ensure adequate stock levels while minimizing excess inventory and associated costs.
- Supply Chain Optimization
- Analyzing supply chain processes to identify inefficiencies and implementing strategies to improve the efficiency and reliability of the supply chain.
- Transportation Management
- Optimizing transportation routes and modes to reduce costs and improve delivery times, ensuring that goods are delivered to customers in a timely and cost-effective manner.
- Asset Tracking and Maintenance
- Implementing systems to track the location and condition of assets, such as equipment and vehicles, to ensure they are utilized efficiently and maintained properly to maximize their lifespan.
- Project Support
- Assisting with project-related tasks such as preparing project timelines, tracking progress, and organizing project-related documentation.
- Customer Service
- Providing excellent employee experience within the administrative functions of Facilities
- Continuous Improvement
- Identifying areas for improvement in workplace expeerience management processes and implementing initiatives to increase efficiency, reduce costs, and enhance overall performance.
- Other Administrative Tasks
- Performing other miscellaneous administrative tasks as assigned, such as photocopying, scanning, filing, or running errands.
- Support in ordering for food for events, and any orders that may be deemed necessary to support the site.
- Preparation of gatepass and permits necessary for daily operations of the site
- Other tasks that may be assigned by the HOD
Internal customers
Afni stakeholders
External customers
Service partners, contractors, lessors, building management, government agencies.
Education
Bachelor’s degree
Work Experience
1-3 years in Facilities, Property or Administration functions with exposure to CCO/BPO/ITO operations, with exposure to asset management and hospitality management
Skills
- General/basic knowledge of ITO/BPO/CCO.
- MSO Proficient.
- Six sigma, project management, vendor and/or materials management exposure is a plus
- Exceptional written and verbal communications
Requirements
Educational Attainment Bachelor's Degree Specific Knowledge Certification Required Education:
- Bachelor’s Degree
- Business & Marketing Management related courses (preferred)
Work Experience:
- 2-4 years’ experience in facilities coordination or office administration
- With basic knowledge in Basic Occupational Safety and Health
- With background or overview in project management and vendor coordination
- Strong attention to detail in maintaining trackers and process flows enhancement
Preferred Skills:
- Intermediate proficiency in Microsoft Office (Excel, PowerPoint)
- Ability to coordinate effectively with third party vendors (e.g., housekeeping)
- Strong communication skills
- Team player and proactive
