About the role
CGS International Securities Pte. Ltd. (CGS International) is an award-winning and market leading integrated financial services provider, ranked among the top securities houses in Asia.
CGS International taps on our wealth of global and ASEAN insights to offer equities trading, leveraged products, wealth management, investment banking, equities research, Shariah-compliant financing, fixed income, currency and commodities, structured products and prime brokerage services in over 15 countries and regions.
Along with its parent organisation China Galaxy Securities, a leading securities house in China, CGS International is trusted by more than 15 million customers globally.
Job Responsibilities:
The successful incumbent will play an integral role to ensure that the Company's office daily operations support is not only maintained to the highest standards, but also to ensure that we supported the company direction goals to keep the business going. He / She will contribute to raising the Company's Staff Engagement Levels by ensuring that our office promote collaboration, teamwork, and engagement.
Facilities Management (40%)
- Supervise and coordinate facilities maintenance, ensuring a clean, safe and well-functioning work environment.
- Manage vendors and contractors for facilities related support services.
- Manage fitting out works or minor renovation for company as and when needed.
- Support staff when there are facilities related issues and rectify the problem such as aircon FCUs and ceiling water leakage, spoilt doors handle, lighting tube change, power trips etc
- Plan, manage and engage with vendor for relocation department within our premises.
- Liaise with Landlord management RQAM regarding facilities matters.
- Managed landlord access portal (By the bay app) regarding access to ground floor gantry turnstile, season parking for internal staffs.
- Involved in fire drill (Fire Warden), building yearly power shutdown. To ensure all essential equipment shut down and power up once everything up on landlord side.
- In charge of all company phone line extension allocation to staff
- Managed Microsoft teams phone portal (Administrator)
Security System management (30%)
- Manage our security system portal that control our door access, smart lockers and CCTV.
- Manage vendors if there is any issue related to security system.
- Onboarding new joiners with access rights /allocation of seats / smart locker and ensure new joiners registered by the bay app for access into office.
- On standby 24/7 in case there are issues or SMS alert alarm on any UPS / Basin booster pump leakage equipment triggered during office hours or after office hours including weekend.
Administration management matters (Support as and when needed 30%)
- Responsible for purchase orders and liaise with business units on purchases such as corporate stationery, name cards, pantry items and any other purchases and services require from time to time.
- Consolidate all invoices and charge out accordingly through the P2P procurement (DHL, Local courier services, singpost, Singtel, SP power, building leases rental, season parking, aircon extension billing, HP Copier breakdown usages and CISCO Iron Mountain breakdown for cartons storage for all depts including HR and admin) Source for products and services as and when needed.
- Coordination of local and overseas courier (DHL and Espirt Consortium)
- Manage delivery orders in office.
- Updating company phone directory, arrangement of baby gifts, get well soon baskets and wreaths.
- Liaise with vendors (Eg, Printers, Courier, Franking Machine etc)
- Add-hoc -in charge of company driver schedule booking.
- Remisier insurance claims thru AIA
- Renew corporate hotels and update in Admin sharepoint
- Flight and accommodation booking. (For seconded staff)
- Manage company car schedule booking. (Business units and Management staff)
- Consolidate red packet orders yearly.
Job Requirements
- A pro-active individual, who is able to work independently and equipped with an eye for detail.
- A responsive, responsible, well organized, and resourceful team player
- Excellent written and verbal communication skills
- Preferably 2 to 3 years of Office Management and Administration experience
- Diploma in any field of study
