Job Purpose:
He/She is responsible for enhancing overall support and services to all of our employees and group companies(*) for the employee satisfaction.
1. General Administration Responsibilities
2. Group Service Provider / Facility Management
* More than 10 group companies in the same building, (UIC Building).
Job Duties and Responsibilities:
1. General Administration Responsibilities
- Manage office operations in general
- Oversee business travel arrangement and hotel bookings
- Enhance the productivity of Administration workflow (Digitization)
- Contract and vendor management, (i.e. Vehicle leases, contract driver, service apartment, etc).
- Act as the office's tenant in managing the tenancy agreement, sublease and rental arrangement with the group companies.
- Asset management (ex. Office facilities, furniture, corporate mobile phone, etc.)
2. Group Service Provider / Facility Management
- Managing the general operation of shared office, reception, meeting rooms, lounge and common area
- Corresponding with the building management office (Incl. season parking renewal) and vendors (i.e. Contractor, furniture manufacturer, etc.)
- Plan, Organize and Coordination of group company events. (i.e. year-end parties, functions, town-hall meetings, receptions, etc).
- Group servicing arrangements/Contract management with 3rd parties, and vendors. (i.e. Copier, Airline, etc.)
- Facility management, which includes managing in-house office cleaners and outsourcing contractors (i.e. cleaners, receptionist, pantry vendors and any other maintenance vendors)
- Manage and attend the Group's Annual Building Power Shut Down, Fire Evacuation Drill, and other security and safety events. (Required to work on weekends for Annual Power Shut Down)
- Take the lead in organizing, re-design the layout and coordination of office renovation
- Perform any other ad-hoc duties assigned as and when necessary
Job Requirements:
- Bachelor’s degree in business administration, management, or a related field
- Minimum of 8 years’ experience in Administrative / General Affairs management
- Strong leadership, time management, computer literacy, organizational skills, strategic planning, interpersonal skills, and resourcefulness
- Possess good interpersonal skills and communication skills
- Pleasant, proactive attitude, hands on experience and able to work with people across all levels
- Fast Learner, meticulous, and able to multi-task
- Experience in improving work efficiency with digital systems, software, or SaaS services
- Familiar with Company acts and other regulations which are applicable in Singapore