Workplace Associate

The workplace associate will be responsible for the delivery of tasks and programs supporting studio management and various stakeholders. The tasks entail execution of required administrative and operational needs from planning and organization of events to maintenance of facilities, equipment and building services. 

Responsibilities 

• Be the first point contact for the Workplace and facilitate communications with the studio  
• Priority focus is to deliver tasks and reports systematically. Establish a critical priority list in short, mid and long terms 
• Establish plans and procedures to ensure business continuity (BCP) in the event of disruptions or crises, minimizing downtime and preserving operational efficiency.  
• Prepares reports by collecting, analyzing, and summarizing operational data and trends for management’s view 
• Ensure that the studio complies with government regulations (DOLE, BFP, DENR, OSH etc.,) and all deliverables are completed on time  
• Collaborate with different departments for pre- and post-event planning and organization of internal and external events (e.g. meetings, town halls, team buildings, cake day, parties, library, welcome kits, etc.) 
• Responsible for the travel arrangements for incoming/outgoing team members and visitors   
• Collaborate with other departments to deliver our green initiatives (e.g. energy savings, recycling, healthy food, plastic free, cut wastage) 
• Coordinate seating arrangements for employees, taking into account departmental needs, space optimization, and ergonomic considerations.  
• Be the liaison between building management teams and manage the office space leases, parking stickers and ID passes 
• Monitor contracts with external providers (office nurse, etc.,), ensuring guaranteed services are provided and keeping trackers up to date, notifying the Studio Manager of any changes.  
• Monitor and forecast procurement and maintenance of office furniture, equipment, and office/pantry supplies to support efficient workflow and employee comfort. 
• Rolls out appropriate processes, policy and tools to facilitate day-to-day operations   
• Consistently look for ways to improve the employee experience, reduce costs or improve efficiency 
• Maintain high standards of cleanliness, organization, and safety to promote a positive work environment conducive to productivity and creativity.  
• Works closely with stakeholders to align designated responsibilities and expectations 
• Collaborate with the Facilities Manager with ad hoc tasks, workplace related projects when required and oversee studio day to day operations