Job Description
The Site Administration Assistant is responsible for supporting the daily operations of the WrkPod Dumaguete facility. This includes assisting in managing facility operations, helping ensure a productive and compliant workplace, and supporting the monitoring of performance and productivity of direct service Virtual Assistants & Professionals (VA-Ps) and WrkPod’s own staff delivering managed concierge services.
The role provides administrative and operational assistance to ensure seamless coordination between operational, administrative, and client-service functions.
Job Title
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Site Administration Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Bachelor’s degree in Business Administration, Operations Management, or a related field.
- Minimum 1–2 years of experience in administrative or operational support roles, preferably in a BPO or facilities management environment.
- Experience assisting in team coordination and service delivery to meet performance expectations.
- Leadership Support: Ability to assist and coordinate with teams effectively.
- Organisational Skills: Excellent at managing multiple tasks and priorities.
- Problem-Solving: Proactive in identifying and helping resolve challenges effectively.
- Communication: Strong verbal and written communication skills.
- Client Focus: Commitment to supporting client satisfaction and service excellence.
- Technical Proficiency: Familiarity with office management systems, productivity tools, and reporting software.
Job Responsibilities
- Site Facility Operations:
● Assist in ensuring the site is well-maintained, safe, and compliant with health and safety regulations.
● Coordinate with the Facilities Supervisor for repairs, maintenance, and upgrades.
● Help coordinate activities between various contractors and subcontractors.
● Support in developing project plans and schedules.
● Assist in monitoring that project milestones are met.
● Provide administrative support for managing labor, materials, and equipment on site.
● Help monitor site-specific budgets for facility-related expenses.
● Assist in monitoring construction processes to ensure quality standards are met.
● Conduct basic inspections and assist in ensuring compliance with specifications and regulations.
● Track expenses and assist in preparing financial performance reports.
● Support in identifying cost-saving opportunities without compromising quality.
● Serve as a supporting point of contact for clients, contractors, management, and stakeholders. - Staff Oversight:
● Assist in monitoring the productivity and performance of direct service VA-Ps and WrkPod staff in coordination with the HR Manager, Training Manager, Concierge Lead, and Concierge Services Manager.
● Provide administrative support, guidance, and resources to help team members meet their KPIs.
● Help implement initiatives that foster a positive, collaborative, and high-performing work environment. - Operational Management:
● Assist in ensuring daily site operations align with WrkPod’s organisational goals and client service commitments.
● Support in addressing operational challenges promptly and escalate issues to the Site Administration Officer or Operations Manager when necessary. - Client Service Support:
● Provide assistance to the Concierge Services Manager with client queries and concerns related to site operations.
● Collaborate with HR and the Concierge Services Department to ensure seamless delivery of concierge services.
● Help implement feedback from clients to improve service delivery and site efficiency. - Compliance & Reporting:
● Maintain and assist in updating accurate records related to site operations, staff attendance, and performance.
● Help ensure compliance with WrkPod policies and applicable regulations.
● Assist in preparing regular reports for the Site Administration Officer, Operations Manager, and Concierge Services Manager on site performance, staff productivity, and operational challenges. - Team Coordination & Training:
● Provide administrative assistance to HR and the Concierge Services Department with onboarding and training programs for new staff.
● Assist in conducting regular team meetings to communicate organisational updates and address concerns.
● Help identify skill gaps and recommend development initiatives to HR and Concierge Services Departments to enhance team performance. - Emergency & Contingency Management:
● Assist in the implementation of emergency response and safety protocols at the site.
● Support in conducting regular safety inspections and training sessions.
● Help address any safety issues or incidents promptly.
● Assist in coordinating contingency plans to ensure minimal disruption to operations during emergencies.
Good luck and God Bless!