Facilities Coordinator - Site Safety Officer



Manila, Philippines
Posted on Tuesday, January 2, 2024

Job Description:

We are looking for a Facilities Coordinator - Site Safety Officer to join our Global Facilities Team in support of our Manila operations

Facilities Coordinator, your role as the league leader

As the Facilities Coordinator, you play a crucial role in supporting the Facilities Manager in the day-to-day operational management of all property aspects, ensuring adherence to approved quality standards. Your responsibilities encompass planning, organizing, delivering, and supporting all Facilities administrative services, covering General Maintenance, Procurement, Vendor Management, Logistics, Housekeeping, and Physical Security. Your primary focus is to efficiently and effectively provide these services while consistently upholding Remitly's core cultural values.

The Facilities Coordinator is empowered to act on behalf of the Facilities Manager when necessary. Additionally, you will actively contribute to monthly management reports as well as financial reviews. In terms of employee engagement, you will proactively gather feedback on site and working conditions through regular walkthroughs, FGDs and surveys. Swiftly addressing concerns, you will formulate programs to enhance employee satisfaction and contribute to a positive workplace environment.

The Site Safety Officer will play a pivotal role in incident response and emergency management, leading and overseeing the site's Business Continuity, as well as Health, Safety, and Environment (HSE) initiatives. Responsible for ensuring a secure and well-maintained workplace, this position involves implementing safety rules and regulations at the Remitly Manila site in adherence to Occupational Safety and Health standards set by the Department of Labor and Employment-Bureau of Working Conditions, prioritizing the well-being of employees.

Contributing significantly to our training and awareness programs, the Site Safety Officer will conduct regular safety drills, workshops, and training sessions. Additionally, you will proactively enhance the site's overall safety infrastructure, continuously monitoring and identifying hazards while promptly taking corrective actions. The evaluation of safety audit results will inform your recommendations for appropriate measures to maintain a safe and compliant working environment.

Duties and Responsibilities

  • Ensure site compliance for a safe and healthy workplace, meeting all applicable OSH, DOLE, Republic Act 11058, Fire Warden and Disaster Resiliency regulations and requirements.

  • Ensure 100% safety and occupational health of the people in Remitly as well as the safety of operations, company assets and the environment through proper planning, inspection, monitoring, follow-up and resolution of all HSE-related matters and issues.

  • Conduct and validate the regular HSE inspection and reports of all areas onsite and conduct a site-wide safety risk assessment to identify safety hazards and recommend appropriate measures.

  • Assist the Facilities Manager with managing and directing, as well as monitoring and driving above-par vendor performance, to comply with Remitly and industry standards. This includes but is not limited to ancillary teams and vendors such as Security, Housekeeping, food concessionaire, building management, etc.

  • Conduct regular inspection of the office space, facilities and equipment, ensuring all are well-maintained and in impeccable condition, and in accordance with established standards and applicable regulations.

  • Monitor and maintain proper housekeeping activities in all areas to avoid risks.

  • Lead and oversee Procurement, Sourcing and Logistics, maintain all related Service Agreements/Contracts, and monitor the implementation of SOWs. Liaise with external vendors on all day-to-day needs, feedback and concerns.

  • Support Facilities budget planning, expense management, cost reduction, bill vetting, invoice processing and monthly reporting.

  • Ensure top-notch quality of food and services by the pantry concessionaire. Liaise with the pantry concessionaire on incident reports pertaining to food incidents, as well as corrective action plans.

  • Manage, assign and resolve incoming and ongoing facilities-related requests, trouble tickets and inquiries via Remitly's ticket tool (e.g JIRA). Provide inputs for process, procedure, performance, and cost inputs.

  • Support the site during Business Continuity Plan (BCP) Events. Supervise the operations of the Emergency Response Team during BCP activation. Maintain Emergency Preparedness Procedure to handle disaster situations such as floods, fires, typhoons and earthquakes.

  • Handle internal communications: create, publish or otherwise deliver needed facilities and BCP related communications as appropriate.

  • Responsible for maintaining mechanical, electrical, plumbing, and other related systems. Have the ability to create and implement facilities and maintenance programs that would ensure 100% production support, and be able to coordinate and prepare maintenance programs relating to interior and exterior conditions of the property.

  • Responsible for monitoring energy consumption and emissions, aligning with our commitment to environmental and social governance. Your role plays a vital part in promoting sustainability and responsible resource management within Remitly's operational framework.

  • Perform regular inventory and audit of facilities supplies and assets.

  • Assist in employee shuttle management, space planning, seat capacity, expansion, renovation and office layout design.

  • Ensure timely renewal of Business Permits including but not limited to Fire, Sanitary, Barangay and other permits as needed.

  • Plan, oversee or otherwise support company engagement events and celebrations in partnership with local HR, including holiday and summer parties, breakfasts, socials, quarterly team building and ad hoc celebrations.

  • Ensure employee compliance to company safety rules and regulations, facilities policies and house rules.

Furthermore, as the Site’s Safety Officer, you will be responsible to

  • Conduct the investigation of accidents to employees and property damage. Make recommendations and lead the team to identify root causes.

  • Prepare the Accident Record Logbook as per DOLE- Bureau of Working Condition

  • Prepare accident statistics report and accomplishment report for management and DOLE on defined frequency.

  • Supervise the regular safety toolbox meeting ensuring the topics and program is being implemented.

  • Work alongside the Clinic Team in aligning and improving the Operations and management Programs, Initiatives, and best practices.

  • Conduct safety refresher training to rank and file employees and supervisors on Occupational Safety and Health.

  • Continuously get updates from the market/other industries regarding the latest in safety situations, precautions and responses, and report timely to the fire marshal for appropriate directions and implementations.

  • Formulate, review and update Health & Safety Policy, guidelines and memoranda for implementation.

Who You Are

  • A collaborative professional with demonstrated success working with executive and senior leaders, as well as across departments and geographies, driven and comfortable working in a fast paced environment.

  • An excellent communicator, oral and written, in both the local language and English.

  • Trustworthy in handling confidential information with discretion and sound judgment.

  • Highly empathetic and workplace-experience focused, skilled in owning a portfolio of employee-related projects.

  • Demonstrated project management experience, with BCP, OSH, CSP and Pollution Control training certificates, an advantage

  • Must be willing to work different shifts as required, which could include weekend, holidays and nights.

  • Technically proficient and able to troubleshoot basic IT issues or work with IT (in-house, remote or outsourced) to set up employees on PC and iOS based laptops and desktops.

  • Proficient in collaboration and productivity tools, including: Google Suite, Slack, Box, Microsoft Office in both PC and iOS systems, as well as other complementary tools.

  • Knowledge on Web and Graphic Design and use of Canva or Photoshop is an advantage.

  • Superior Knowledge on

    • Fit out, construction, renovation

    • General Repair and Maintenance

    • HVAC System, FDAS, UPS, GENSET equipment, mechanical and electrical systems, plumbing, carpentry and other civil works

Experience Required:

  • At least 3 years of experience as a Site Safety Officer/Supervisor or a similar position.

  • Has BOSH /COSH training and with a Safety Officer level 3 is an advantage (OSH practitioner accreditation).

  • Completed the prescribed 40-hour Basic Occupational Safety and Health Training Course from any DOLE-accredited organization.

Remitly is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.