HOW YOU WILL CONTRIBUTE AND LEARN?

• Provide and support office administration and facilities services for Head Office, Worldwide Offices, and Visitor Centres.

• Coordinate with users on facilities and service requirements, specifications, and service level.

• Monitor and evaluate the works and services performed by contractors.

• Assist in warehouse and inventory management to ensure efficient utilization and timely disposal of unused stocks.

• Facilitate goods and service procurement, including preparing documentation for tenders, price analysis, market surveys, and performance evaluation.

• Ensure procurement process compliance with company policies and procedures.

• Assist in lease management, including preparing documents for management approval, maintaining, and updating the lease summary, and reviewing lease agreements.

• Conduct data analysis on rental and operating expenses of Worldwide Office and Visitor Centers.

• Assist in fixed assets management and control for Head Office and Worldwide Offices.

• Manage and supervise the front-line operational team to ensure the delivery of quality services.

• Assist in the periodical review and update of Admin User Guide and Standard Operating Procedures (SOP).

• Organize and provide support for company activities and events.

• Conduct routine inspection for office equipment, supplies and facilities and make sure all are up to standards and co-ordinate with contractor for repair and maintenance work if needed and up to standards. 

• Coordinate with contractors for repair and maintenance work if needed, ensuring timely resolution of any issues.

• Maintain a schedule for regular equipment maintenance and coordinate with relevant vendors and contractors for service appointments.

• Keep track of inventory for office supplies and promptly replenish when necessary.

• Collaborate with other departments to ensure smooth coordination of operations and implement best practices.

• Keep updated records of maintenance activities and repair history for reference and future planning.

• Prepare reports and analysis on equipment and facility performance for management review.

• Maintain relationships with equipment suppliers and service providers to ensure timely and cost-effective support.

• Undertake any other/ad hoc duties and assignments from the department.
   

WHO ARE WE LOOKING FOR?

• University graduate with a minimum of 3 years of working experience in general office administration, office facilities management, and vendor management.

• Experience in managing building service systems and office renovation projects would be an advantage. 

• Experience in procurement, tendering and invoicing process.

• Meticulous and detail-minded, with a strong ability to multi-task and able to work independently.

• Good project and vendor management, interpersonal, and communication skills.

• Proficiency in MS Office applications, especially Excel for cost analysis/comparison and PowerPoint for presentations. 

• Required to work during non-office hours on a need basis.