Job Description
- Be the single point of contact for any events and meetings in the office
- Respond to office feedback on what can be improved in terms of facilities effectiveness
- Forecast movements, recommend and facilitate office space allocation (workstations, LT offices, etc.), in conjunction with HR
- Manage and maintain floor plans
- Arrange office maintenance (e.g. lights, air-conditioning, photocopying machines, printers) and equipment repair, dealing with tenancy issues, working together with TSG
- Coordinate regular routine maintenance with building management and cleaners including: carpet steam cleaning, ad hoc cleaning of fridges, cupboards, windows, equipment etc.
- Responsible for day-to-day management of Housekeeping, Facilities, Food & Beverages, Pantry in office
- Responsible for stock/pantry supplies, stationery, furniture order and purchases
- Solicit bids, negotiate contracts, and manage vendor relationships
- Work closely with EA Manager/EAs on office facilities matters
- Provide additional support as required for in-house Marketing or Recruiting functions
- Effective cost management through efficient ordering of stock/pantry supplies, stationery
- Process, code and submit invoices for payment approval relating to various vendors including catering, business card supplier, florist, couriers, gifts and others
- Track and monitor facility management KPIs and present to Senior Management on a monthly/quarterly basis
- Manage and oversee the Receptionist and cleaning staff to ensure general office & meeting rooms are clean and ready for use at all times (i.e. whiteboards clean, stocked with appropriate stationery, working technology)
- Arrange afterhours lift access for clients as and when required
- Arrange afterhours office air-conditioning requests
- Act as back up Receptionist/arrange for additional back up support of Receptionist as and when required, with the support from the EA Manager
- Part of the Office Situation Response Team (OSRT) led by the Office Head that manages the day-to-day safety and security of the office and responds to any emergencies
- Conduct audits, verify compliances and do safety checks (e.g. fire drills, first aid kits); coordinate with HR and global teams to handle Crisis Management
- Leads life safety initiatives, such as fire and first aid training and drills and liaise with building management and local fire and police departments.
Job Requirements
- Minimum Diploma/Degree or equivalent
- About 7-10 years of office facilities management experience from MNCs background or professional services firm
- Excellent communication and interpersonal skills
Qualified candidates may submit a copy of detailed resume in MS Word Format to [email protected]
Charissa Ong Zimin (R1104659)
Email address: [email protected]
Recruit Express Pte Ltd
EA License No.: 99C4599
