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

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