MAIN PURPOSE
- Responsible for all administrative matters; which includes office, warehouse, service centre and boutiques.
- Plan and execute tasks in an efficient, effective and timely manner
- Recommend improvements to workflow processes & operations where appropriate
KEY RESPONSIBILITIES
Office Administration
- Ensure effective procurement and maintenance of office supplies and office services, review & negotiate service contracts & licences with vendors/authorities where necessary & with appropriate cost control against budgeted costs
- Responsible for documentation & monitoring of assignment of office keys, security codes, copier codes and office equipment on loan such as laptops, projectors, etc
- Ensure compliance to fire safety regulations in the premise by keeping fire extinguishers current, and ensuring office premise is free of obstructions, etc.
- Responsible for the general upkeep & maintenance of the office & pantry, including high dusting, carpet shampooing, pest control jobs
- Supervise cleaning contractor and ensures the cleanliness standards are up to expectations
- Ensure communication & service levels, administration policies and operation workflow & process at office reception & general office are up to expectations, and handling of ad-hoc requests for repair & maintenance services or procurement
- Central person to liaise with building management for any building defects, maintenance of premises and request of services
- Administrator to the various office systems, office equipment, telephone system and document archive management
- List of systems, equipment & services includes:
- alarm system & biometric door access
- canon copiers & projectors
- cleaning & courier services
- fire extinguisher & glass door maintenance
- telephone/i-phone user support & maintenance of hardware
- LCD monitors & video conferencing system
- franking machines, typewriter, binding machines
- shredding & disposal services
- drinking water supply
- Halon system in server room (FM200)
- document archive services & external storage services
- canon copiers & projectors
- cleaning & courier services
- fire extinguisher & glass door maintenance
- telephone/i-phone user support & maintenance of hardware
- LCD monitors & video conferencing system
- franking machines, typewriter, binding machines
- shredding & disposal services
- drinking water supply
- Halon system in server room (FM200)
- document archive services & external storage services
Security Administration
- Ensure that there are no physical security lapse in the premises by promptly updating access rights of employees and/or
- Responsible for the documentation, control & maintenance of all access rights created in the system
- Assist in maintenance of the security & general insurance policies required e.g. fire, burglary, theft, goods in transit, etc for the Company. (Logistics/Risk Manager is responsible for the security & insurance matters)
- Assist to liaise with insurance company for any claims (if any).
Document Control
- Ensure all contracts signed by the Company (such as Tenancy Agreements, etc) are in accordance with Group approval guidelines and these contracts are filed & kept safely.
- Accurately updates leases database in the Admin Shared Folder
- Regular follow-up & review of ongoing contracts for equipment and services with accurate & timely updates
- Assist to accurately update company’s telecommunication lines (its usage and location).
- Accurately updates building control requirements and maintains latest approved floor plan of fitted premises
- Ensure all necessary licences are in placed with government authorities
- Ensure accurate updates and timely tracking of archive logs of company documents to facilitate storage/retrieval (from external archiving/document storage company) when needed
- Responsible for upkeep/safekeeping of corporate records and other legal document
Turn-key projects: In-charge of turn-key projects like renovation of office premises, implementation of security systems, and etc.
RSS/Brand Support
- Provide assistance to IT/HR/Logistics & Brands
- Arrangement of flights, hotels, meeting rooms and etc
- Submission of clinical claims to Insurance Company
- Arrangement of ad-hoc security
- Coordinate annual office events
Others
- Liaise with relevant government departments (licences application & renewal)
- Liaise with Company Secretary on all company secretarial matters
- Liaise with landlords on office & boutique operational issues
- Issue SAP PO for office CAPEX & General procurement
- Create SAP Vendor Workflow for new office vendors
REQUIREMENTS
- Possess recognized Diploma, Advanced/Higher/Graduate Diploma in Business Studies/Administration/Management or equivalent.
- At least 3 – 5 years of working experience in the related field is required.
- Have a strong sense of commitment, teamwork and good interpersonal skills
- Initiative & pro-activeness
- Multitasking skills
- Good Communication skills