Assistant Project Manager | BGC, Taguig

At Ubiquity, we live and breathe our mantra: Head, Heart, Hustle. This isn’t just a philosophy—it’s the foundation of who we are and what we do. As a Legal and Claims Intake Coordinator, you’ll embody this mantra every day, delivering exceptional service with expertise, empathy, and a drive to succeed.

What You’ll Do:

Bid Coordination

• Obtain contractor and supplier proposals based on requirements established by the Project Manager.
• Prepare comparisons of pricing, scope, exclusions, lead times, and payment terms.
• Follow up on incomplete proposals and submit organized bid packages for review.
• Obtain proposals from brand-approved vendors where required.

Purchasing and Purchase Orders

• Prepare purchase orders for approved materials, equipment, furniture, and services.
• Verify orders against approved specifications, quantities, pricing, and terms.
• Verify FF&E and OS&E orders against brand standards and approved design specifications.
• Route purchases through the company’s approval process before making commitments.
• Track orders, deliveries, backorders, returns, and damaged items.
• Coordinate delivery, storage, and installation timing with vendors and hotel management to minimize guest disruption.

Cost Tracking and Invoice Review

• Maintain accurate budget trackers, purchase order logs, and expense records.
• Match invoices to approved orders and supporting delivery or completion documentation.
• Research billing discrepancies and coordinate corrections with vendors and accounting.
• Report anticipated overruns and unapproved charges to the Project Manager.

Project Coordination

• Maintain schedules, meeting notes, action-item lists, and progress reports.
• Follow up with vendors and contractors on established commitments
• Coordinate routine project communications with hotel teams.
• Coordinate with hotel management on rooms taken out of service and work schedules in occupied areas.
• Track brand Property Improvement Plan (PIP) requirements, deadlines, and completion documentation.
• Document site progress and track punch-list items, including ADA items, under the Project Manager’s direction.

What We’re Looking For:

Required

• 2+ years of experience in project coordination, purchasing, construction administration, or a related field.
• Working knowledge of bids, purchase orders, invoices, and basic construction and renovation terminology.
• Strong Microsoft Excel skills, with the ability to maintain accurate trackers, logs, and records.
• Excellent organizational skills, attention to detail, and consistent follow-through on open items.
• Clear written and verbal communication with vendors, contractors, accounting, and hotel teams.
• Ability to work within established approval processes and escalate issues promptly.

Preferred

• Experience with hotel renovations, capital improvement projects, or FF&E procurement.
• Associate or bachelor’s degree in construction management, business, or a related field.
• Familiarity with project management or task-tracking tools such as Microsoft Teams and Planner.
• Familiarity with brand PIPs and franchise standards (e.g., Hilton, Marriott, IHG).

Why Join Us?

Head: Access to career development programs that help you grow professionally and personally.

Heart:Be part of a people-first culture that values your contributions and supports your aspirations.

Hustle: Thrive in a dynamic, fast-paced environment where your hard work and dedication are celebrated.

At Ubiquity, we’re more than a workplace—we’re a community that’s invested in your success. If you’re ready to make an impact and grow with us, apply now and experience how we bring Head, Heart, and Hustle to life every day.