Responsibilities
Administration
· Security door access management (including after-hours door access support)
· Oversee and maintain the overall office operations, ensuring a clean and comfortable workspace
· Oversee facilities services & maintenance activities
· Manage office supplies, office equipment and pantry supplies
· Coordinate with vendors, contractors, and service providers to ensure smooth office operations.
· Manage business trips, hotel booking, temp accommodation and visa/work permits application process
· Collaborate with cross-functional teams to ensure a seamless workflow
· Analyse current operational processes and performance, recommending solutions for improvement when necessary
· Space mapping and planning
Project Management
· Manage the scope of ad hoc admin projects to ensure the quality and deliverables within the stipulated time.
· Maintaining and monitoring project plans, project schedules, work hours, budgets and expenditures.
· Organizing, attending, and participating in stakeholder meetings
· Documentation and following up on actions and decisions from meetings
· Preparation of necessary presentation materials for meetings
Sustainability Efforts
· Manage the sustainability reporting to HO, analyzing results and provide valuable information for decision-making.
· Implement green initiatives and suggest sustainability ideas to reduce carbon footprints.
Qualifications and Profile
· Degree holder with at least 5 years of proven relevant experience
· Candidate must has experience working in an MNCs or Company with workforce of =>500
· Work on complex systems and a challenging international work environment
· Highly analytic and detail oriented in approach with Excellent communication and presentation skills, with experience converting highly complex information into clear, concise documentation.
· Strives to deliver the solution in the most effective and timely manner
· Proactive with excellent verbal and written communication skills in English
· In-depth understanding of office management procedures and policies
· Flexibility to adapt to a fast-paced and rapidly changing environment.
· Excellent organizational and time management skills, with the ability to multitask and prioritize tasks effectively
· Must be responsible, committed and diligent. Good team player.
· PMP certification is advantageous but not mandatory; proven track records in managing large sized project teams and deliverables.
· Highly proficient in Microsoft Office (Excel Formulas i.e. vlookup, if formulas, pivot table etc., PowerPoint, Word, Outlook)
Working hours - 8.45am to 6.30pm (Monday to Friday).
