Workplace Experience Analyst

Job Summary & Responsibilities

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 

Preferred QualificationsEducational AttainmentBachelor's DegreeSpecific Knowledge Certification RequiredEducation:
-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