Administrative Assistant

Job Summary:

The Administrative Staff - Facilities & Operations supports the daily administrative and facilities needs of FUNmania, Inc., ensuring all areas and establishments are safe, compliant, and fully operational. This role plays a critical part in maintaining smooth operations by coordinating maintenance, vendor services, and administrative processes to deliver a clean, efficient, and customer-ready environment.

Key Responsibilities:

Administrative Support:

• Provide day-to-day administrative support to the operations and management team.
• Prepare and monitor reports related to maintenance, utilities, and facilities concerns.
• Maintain organized records of permits, contracts, and compliance documents.
• Process purchase requests, service requests, and billing documents.
• Monitor and replenish office and optional supplies.

Facilities & Operations

• Oversee the condition of facilities including play areas, event area, kitchen, storage, and common areas.
• Ensure cleanliness, functionality and readiness of the area/premises at all times.
• Coordinate preventive maintenance and repairs for equipment (eg. coffee machine, kitchen equipment, air conditioning units, etc.)
• Conduct regular area inspections and recommend cost-saving measures.

Vendor & Supplier Coordination:

• Liaise with service providers (cleaning, pest control, maintenance, equipment suppliers)
• Schedule and supervise repair and maintenance works.
• Ensure timely servicing of critical F&B equipment to avoid operational downtime.
• Evaluate vendor performance and ensure service quality standards are met.

Compliance & Safety

• Ensure compliance with sanitation, food safety, and workplace safety standards.
• Assist in maintaining updated business permits, sanitary permits, and inspection requirements.
• Support implementation of health and safety protocols at all times.
• Assist during audits and inspection (internal and external)

Asset & Inventory Monitoring:

• Maintain updated records of equipment, office furnitures, and fixtures.
• Monitor movement, repair, and replacement of assets.
• Coordinates with warehouse or purchasing for equipment and supply needs.

Qualifications:

• Bachelor’s degree in Business Administration, Hospitality Management, or related field.
• At least 1-2 years of experience in administrative work, preferably in F&B or Hospitality.
• Background in facilities management, store operations, or maintenance coordination is an advantage.
• Proficient in Microsoft Office (Excel, Word, Powerpoint)
• Strong coordination, organization, and problem-solving skills.