JOB PURPOSE:
To assist Head of HRGA in managing the Bank's day-to-day activities on office administration.
PRINCIPAL ACCOUNTABILITIES:
Facility Management & Compliance
- Manage daily operations such as the management of service requests and liaising with building landlord/ vendors for any facility management tasks (e.g. monthly servicing/change of lights/ etc.)
- Liaise with contractors/ vendors on renewal contracts quotations rectify issues, defects and any concerned areas within the facilities (e.g. office equipment, general office cleaning, pest control, office renovation, travel planning agreement and etc.)
- Ensure appropriate follow up with contractors/ vendors
- Security Access Management including Door Access card control, daily review of surveillance camera & entry pass platform
- Monthly submission of security access report for HRGA Head to review
- Premises Security and yearly check of extinguishers and hose reels
- Yearly update and align new regulations to the SG Branch GA P&P & manual
Office Administration
- Fixed Assets Inventory Control, manage Meeting Room booking system and Management Reporting
- Custodian of all office keys
- Central controlled on Memo Request serial number
- Central contract storage for all contracts signed with external parties
- Arrangement & renewal of corporate car rental and Season Parking
- Review & renew General Office Insurance policies
- Provide solution and to assist in implementation of staffs requirement on new equipment and etc.
- Oversea colleague's requirement, such as Hotel etc
- Maintain SG Branch Staff Listing
- Co-ordinates offsite document storage
- Support yearly orders to HQ in-charge (e.g. Planner and Diary, Lunar New Year Card and Red packets etc.)
- Support orders for festive occasions, e.g. Mid-Autumn Festival, Christmas
Reception Roles
- Handling of all in/out postage, courier services and distribution of letter/newspaper
- Attending of visitors and prepare drinks
- Housekeeping of reception and meeting areas
- Wine Chiller inventory control
- Staff on/off boarding activities including creation of mantis, set up work desk with stationery, name card printing, broadcast announcement
- PDPA Collection (Vendor/Staff/3rdParty)
- Submission of monthly postage franking report, maintain sufficient fund and supplies
- Bi-monthly order of stationery, printing documents and pantry supplies
- Co-ordinates of any needs of printing for staff (company letterhead/name cards/envelops)
- Filing and verification of invoices/contracts for all orders done (couriers/stationery/printing/etc.)
Staff Welfare
- Support on company events and staff welfare activities such as such as Dinner & Dance, Team Building, webinars, roadshows etc
Ad Hoc
- Others tasks given by Head of Department
KEY COMPETENCIES:
. Excellent organization skills
. Good communication skills, written and oral as well as inter-personal skills.
. Good team player
. Role required to attend to Chinese speaking visitors
