Salary: Up to $6000
Duration: 1 year contract (renewable)
Location: Bras Basah (walkable distance from Dhoby Ghaut/ Bencoolen MRT)
Working Hours: Monday to Friday, 9am to 6pm
Job Summary:
Responsible for leading the SG Team in providing a safe, efficient, and enjoyable workspace through excellent customer service and zero operational downtime.
Responsibilities:
Smooth comprehensive office operations
- Lead the SG Admin Team in smooth and comprehensive daily operations.
- Collaborate closely with support teams (Finance, HR, Procurement, IT).
- Ensure a conducive and safe workspace through daily checks
- Manage vendors to maintain a clean and secure workspace.
- Ensure zero facility downtime and no service disruptions.
- Continuously optimize systems and workflows, improving work quality.
General Office Daily Operations and Event Support
- Provide backup support on general administrative support, including calendaring meetings, drafting communications, covering the reception desk, ordering pantry and stationary supplies, support on-boarding process, and other administrative tasks.
- Bookkeeping on transaction records, event expenses, and daily operation budget; exercise office inventory control.
- Provide event supports, including researching and negotiating with event vendors, working on events logistics, and performing duties required to maintain the smooth running of each event.
- Conduct workplace survey and provide data analysis report
- Provide general administrative support to certain executives on an as-needed basis.
- Other admin projects and duties as assigned.
Internal systems and platform implementation
- Extract, integrate, and analyze administrative data to optimize strategies
Office space planning and project management
- Develop office space planning strategies and identify renovation project requirements and other corporate governance items.
- Design decision-making processes to capture renovation needs from employees.
- Evaluate project data in line with company policies, industry practices, and local regulations.
- Communicate project details to upper management and address concerns.
- Coordinate with design professionals and contractors to meet time, cost, and quality constraints.
Vendor management and procurement
- Source and screen new vendors in collaboration with the procurement team.
- Manage the bidding process according to project requirements and company policy.
- Evaluate vendor quotations and recommend contract awards based on quality, delivery, and cost.
- Review vendor contracts with upper management, legal, and finance teams.
- Support with procurement and vendor management, sourcing, and invoicing process.
- Provide transactional support to admin team members across offices, including routing internal signatures, comparing documents, managing internal approvals, and provide status updates on different projects.
Culture communication and branding
- Develop and implement communication and engagement plans to enhance Admin & Workplace brand awareness.
- Align practices with a multi-cultural environment.
- Foster brand loyalty and service professionalism.
Budget management
- Work with finance on the budget planning with the priorities of operation such as cross BU charge principles, budget allocation method, and etc. to ensure the operation deliverable
- Ensure accurate OPEX/CAPEX and accrual records, prompt invoice payment
Travel Desk
- Work with HQ Travel Team on travel policy and guidelines, be able to effectively roll out new initiatives cross BUs in all oversea regions.
- Lead the overseas Travel Team to support overseas staff's travel enquires, familiar with company booking platform and give clear and correct instruction on time
- Coordinate with internal team (procurement team/finance/HR) for new vendor onboarding as well as daily operation such as process payment to vendors
- First point of contact with travel vendors, support employees profile setup, verify invoice, system testing etc.
Requirements:
- Bachelor’s degree in facilities management, business management, or a related field
- Minimum of 3 years of experience in facility management, general administrative and office event services, or workspace management.
- Experience providing administrative support in a fast-paced environment.
- Strong organizational skills and exceptional attention to detail.
- Ability to independently manage cross-department coordination and execute tasks effectively. High personal integrity, resilience, and a positive attitude.
- Ability to successfully balance multiple priorities and the capacity to remain calm under pressure.
- Capacity and readiness to work both independently and with a team to meet deadlines and drive tasks to completion.
- Desire to develop and grow in a continually evolving work environment and be comfortable navigating through new, complex situations.
- Proactive and possess a willingness to continually improve processes.
- Strong commitment to providing outstanding service to a diverse group of internal teams and the Company’s vendors.
- Proficient in English and Mandarin as have to liaise with China counterparts
We regret to inform that only shortlisted candidates will be notified.
By sending us your personal data and curriculum vitae (CV), you are deemed to consent to PERSOLKELLY Singapore Pte Ltd and its affiliates to collect, use and disclose your personal data for the purposes set out in the Privacy Policy available at https://www.persolkelly.com.sg/policies. You acknowledge that you have read, understood, and agree with the Privacy Policy.
