Job Responsibilities:
Administrative Duties:
- Manage the application and renewal process for quarterly season parking at the office for company rental vehicles and employees' cars.
- Maintain records of maintenance contracts and coordinate renewals.
- Review and approve requests for the Admin Group via the intranet.
- Allocate office cabinets to departments and maintain the key box records.
- Track the expiry dates of office and company licenses, coordinating renewals with relevant business units
- Serve as the liaison for the BCA Annual Survey, collaborating with the Finance Department and HR Group for survey submissions.
- Draft and send internal communication emails and announcements.
- Oversee outsourced travel-related services, including travel claims and other expenses, offering guidance as needed.
- Manage outsourced mobile phone and laptop services
- Coordinate with CROWN for office document storage and with Shred-It for the secure destruction of documents.
- Handle all news and magazine subscription matters, and updating the user list
- Manage corporate donation activities
- Prepare and monitor the annual budget for Admin Common Costs and the Admin Group.
- Negotiate corporate rates and fares with hotels and airlines.
Insurance Matters:
- Act as the main liaison for the Group Business Travel policy and the Global Insurance Program (GIP), working with local brokers, HQ, and business units on policy endorsements and renewals.
- Consolidate information from various departments for the annual GIP Questionnaire.
- Assist the Risk Manager at HQ by conducting training, consolidating GIP questionnaires, and sending payment reminders across the APAC region.
Company Regulations:
- Draft and amend Company Regulations for the Admin Group, ensuring compliance with regulations and alignment with current practices.
- Maintain digital records of all Company Regulations.
- Keep the Company Regulation Master list updated on the intranet.
- Consolidate the annual Company Regulation Review checklist from various departments and business units for audit purposes.
Facilities Management:
- Conduct regular inspections of office premises and address any issues promptly.
- Monitor and arrange for the regular servicing and maintenance of the server room air conditioning, FM200 fire suppression system, and pest control.
- Apply for building permits prior to starting any repair, renovation, or maintenance work.
- Act as the primary contact with building management and renovation contractors for the Gateway office’s Addition & Alteration works and other renovations.
- Manage and review office space requirements, negotiating lease renewals before the lease expiration.
- Serve as the liaison for SECOM Alarm, Card Access, and CCTV systems, ensuring proper operation and responding to triggered alarms or system issues.
- Coordinate with the IT Group and SECOM for the building's annual power shutdown.
Event Planning:
- Plan and organize corporate events such as the Annual Dinner & Dance, including proposal preparation, surveys, and post-event reporting.
- Coordinate the annual donation drive by The Japanese Association, involving employee participation.
Back-up Duties and Miscellaneous:
- Provide support for team members' duties, including serving drinks and cleaning the coffee machine when necessary.
- Participate as a member of the Quality, Environment, Health & Safety (QEHS) steering committee, collaborating with the QA Group on office 5S initiatives.
- Serve on the CSR Committee.
- Handle additional tasks as required by the company.
Team Management:
- Lead and develop team members, aligning their goals and targets with the VP’s overall initiatives for success.
Requirements:
- Minimum Diploma or equivalent, with at least 3 years of relevant office administration experience.
- Proven experience in managing and leading a team, ensuring adherence to deadlines and budgets while prioritizing compliance and fairness.
- Exceptional ability to communicate with a logical and reasonable approach, identifying optimal solutions for both the company and its employees.
- High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Prior experience with Japanese multinational companies and an understanding of Japanese work culture is a plus.
- Strong attention to detail, capable of managing multiple tasks simultaneously without errors or delays.
- A strong commitment to adhering to the company’s compliance policies.
- Ability to work independently, while knowing when to consult and report as necessary.
- Outgoing, positive, and able to build relationships quickly and effectively.
- Strong analytical and problem-solving skills.
- A drive for personal and professional growth.
- A dedicated team player with resilience, initiative, responsibility, and a proactive approach.
- A professional presence, appearance, and attitude.
- Willingness to work closely with colleagues and counterparts, going the extra mile to support team goals when needed.
HOW TO APPLY:
Interested applicants, please click on “Apply Now” and provide the below details in your resume.
We regret only shortlisted candidates will be notified.
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EA License No: 19C9950
EA Personnel: Nyon Hock Sen
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