JOB PURPOSE:
To assist Head of HRGA in managing the Bank’s day-to-day activities on office facilities and administration.
PRINCIPAL ACCOUNTABILITIES:
Facility Management & Compliance
· Manage daily operations such as the management of service requests and liaising with building landlord/ vendors for any facility management tasks
· Liaise with contractors/ vendors on renewal contracts and quotations; rectify issues, defects and any concerned areaswithin the facilities
· Ensure appropriate follow up with contractors/ vendors such as outstanding issues and any other operations needs
· Security Access Management including Door Access card control, daily review of surveillance camera & entry pass platform
· Monthly submission of security access report
· Premises Security and yearly check of extinguishers and hose reels
· Budget Tracking for OPEX, CAPEX and Welfare to ensure no overspending
Office Administration
· Fixed Assets Inventory Control, manage Meeting Room booking system and Management Reporting
· Custodian of all office keys and maintain regular updates of office keys list
· Central controlled on Memo Request serial number and maintain up to date Memo Log
· Central contract storage for all contracts signed with external parties
· Arrangement & renewal of corporate car rental and Season Parking
· Review & renew General Office Insurance policies
· Provide solution and to assist in implementation of staffs requirement on new equipment and etc.
· Oversea colleague’s requirement, such as Hotel etc.
· Maintain #SG Branch Staff Listing, #seating plans, access card control list and telephone list updates
· Co-ordinates offsite document storage
· Support yearly orders to HQ in-charge (e.g. Planner and Diary, Lunar New Year Card and Red packets etc.)
· Support orders for festive occasions, e.g. Mid-Autumn Festival, Christmas
Reception Roles
· Handling of all in/out postage, courier services and distribution of letter/newspaper/mails
· Attending of visitors and prepare drinks
· Housekeeping of reception and meeting areas
· Staff on/off boarding activities including creation using IT System Request , set up work desk with stationery, name card printing, ensure desks are clean and ready for staffs
· PDPA Collection (Vendor/Staff/3rd Party)
· Submission of monthly postage franking report, maintain sufficient fund and supplies
· Bi-monthly order of stationery, printing documents and pantry supplies
· Co-ordinates of any needs of printing for staff (company letterhead/name cards/envelops)
· Filing and verification of invoices/contracts for all orders done (couriers/stationery/printing/etc.
· Lodge feedback to management of Asia Square Tower forfaults, Aircon extension etc.
· Ensure the reception area, meeting rooms, and pantry are clean, well‑maintained, and fully prepared to receive guests at all times.
Staff Welfare
· Support on company events and staff welfare activities such as such as Dinner & Dance, Team Building, webinars, roadshows, ordering of flowers for staff (e.g. baby new born / Wreath) etc.
OTHER ACCOUNTABILITIES:
· Others tasks given by Head of HRGA
KEY COMPETENCIES:
· Excellent organization skills
· Good communication skills, written and oral as well as inter-personal skills.
· Good team player
· Role required to attend to Mandarin speaking stakeholders
