Facilities/Office Specialist

About the role

Apex Fintech Solutions (Apex) powers innovation and the future of digital wealth management by building tech-forward solutions that help simplify, automate, and facilitate access to financial markets for all. Our robust suite of fintech software enables us to support clients such as Stash, Betterment, SoFi, Webull, and eToro, amongst many others; collectively, Apex powers access to the stock market for over 22+ million end customers. At Apex, we are changing how the securities industry operates by reinventing the status quo, which was manual, slow, and accessible only by the ultra-wealthy. We're digitizing and democratizing systems so that everyone has an opportunity to invest. When you're at Apex, you drive this change. You're part of a global team with a clear vision: to be the trusted technology that powers the digital economy. Our offices in Austin, Dallas, Chicago, New York, Portland, Belfast, and Manila are home to over 1,000 employees. Together, we're shaping the future of financial innovation. Embrace change. Solve big. Win together. And be G.R.E.A.T. - grit, results, empathy, accountability, and teamwork - with Apex. We're proud to be recognized for the innovative work we do, the purpose-driven nature of our work, and the collaborative culture we've created. Here are just a few of the many awards we've recently received: Best Places to Work 2026, 2025, 2024, 2023 - Presented by BuiltIn WealthTech of the Year 2025 - Presented by US FinTech Awards The World's Top 250 Fintech Companies 2024 - Presented by CNBC ABOUT THIS ROLE Apex Fintech Solutions Philippines | Hybrid: 4 days onsite, 1 day remote | PH business hours At Apex Fintech Solutions, we believe a well-run workplace is foundational to great work. We're looking for a Facilities Specialist to help elevate the employee and guest experience by owning the day-to-day operations, upkeep, and continuous improvement of our Manila office in BGC . This role is ideal for someone who is highly organized, service-oriented, and thrives in a fast-moving environment. As a newer office in a growth phase, you'll bring an entrepreneurial mindset, strong execution, and the ability to work independently while partnering closely with senior leaders, global colleagues, vendors, and building management. You'll also handle sensitive information with discretion and professionalism.

Responsibilities

• You will coordinate and facilitate operational activities to ensure the office runs smoothly and efficiently, delivering consistently high levels of service to employees, clients, stakeholders, and visitors.
• Office Operations & Facilities Management
• Oversee the daily running of the Manila office, ensuring a welcoming, functional, and well-maintained workplace.
• Liaise with building administration and facility teams to resolve maintenance issues quickly and proactively.
• Monitor office space utilization and prepare reports based on relevant data.
• Manage resource allocation, scheduling, and general office support needs.
• Serve as a point of contact for overseas colleagues coordinating with the Manila site.
• Vendor, Budget & Procurement Management
• Prepare and manage the facilities/office operations budget, driving value and cost efficiency with suppliers and contractors.
• Handle procurement, ordering, and replenishment of office supplies and pantry needs.
• Maintain stock and equipment inventories and coordinate equipment requests.
• Manage invoice resolution and ensure timely and accurate processing of office expenses.
• Workplace Experience & Communications
• Plan and support office events, meetings, and site initiatives.
• Maintain and update the site intranet page with relevant office guidelines and resources.
• Post timely updates and announcements via internal messaging platforms.
• Health, Safety & Compliance
• Ensure Health & Safety standards are upheld and applicable legal requirements are followed.
• Act as the appointed First Aid representative for the site (training can be provided if needed).
• Community & Philanthropy
• Organize philanthropic efforts throughout the year by researching, selecting, and partnering with suitable charities.
• Additional Support
• Handle ad hoc queries and issues as they arise-calmly, efficiently, and with a solutions-first mindset.
• WHAT YOU'LL NEED TO SUCCEED:
• At least 3 years of proven experience in facilities, office operations, workplace services, or a similar role
• Strong administrative, organizational, and time-management skills
• Excellent communication and interpersonal skills; able to build trust across all levels
• High integrity and discretion when handling confidential information
• Resourceful, proactive, and able to work independently with minimal supervision
• High attention to detail and a strong service mindset
• Strong IT skills (comfortable using collaboration tools, spreadsheets, and internal systems)
• Diplomatic, tactful, and professional under pressure
• A solid standard of education (degree preferred, but not r

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