Scope of Work
Managing organizing and coordinating the office operations and procedures in order to ensure organizational efficiency. AlwaysAlways have kaizen mindset to contribute to whole optimization.
Responsibilities
Maintain office services
Responsible for office procurement, office maintenance, premises
Maintain inventory control and record management of office goods
Project management for office relocation and office renovation
Manage all-rounded office administration support including contract review and renewal, negotiation with vendors and suppliers, etc.
Responsible for facility management tasks of the company's premises
Manage office leasing and liaison with property management offices
Handle the renewal of company insurances coverage
Handle corporate preferred travel and hotel agencies management
Procure & maintain office equipment
Maintain office equipment and review and approve supply requisitions
Plan and implement office systems, layout and equipment procurement
Maintain a clean, tidy and green work environment and to provide quality administrative services in:
Ensure filing systems are maintained and up-to-date
Ensure protection and security of files and records
Transfer and dispose records according to retention schedules and policies
Housekeeping and cleansing staff management
Order of offices supplies, water, pantry utensils, printing matters, stationeries, etc.
Office disaster prevention
Lead office fire drill
Design BCP plan
As a local ESG lead,
Participate identification of local charity
Lead corporate volunteer program
Support HR&GA Manager in organizing & preparing company events, trainings or visits
Arrange company events, dinners.
Support in the training arrangement
Prepare meeting/visit for senior management & overseas guests/visitors
Prepare purchase orders & budget
Create yearly and regular POs
PO creation and reception (M3 system)
Prepare annual budgets, monitor and control office expenses
Create vendor account
Back up support and adhoc duties
Manage or participate in ad hoc projects assigned by the management
Requirements
Have10 years' administrative experience preferably in retail industries
Excellent presentation skills, interpersonal skills and communication skills
Experience in office management & building facilities operation
Excellent problem solving skills and interpersonal skills
Fluent in written and spoken English (TOEIC800-)
Good PC skills including MS Word and Excel(if functions, pivot)