Purpose
The Admin and Facilities Management function provides administrative support to the business units under ENBD Singapore branch (SIN BRANCH). This function also supports the management of key facilities essential to the overall operation of SIN BRANCH. The Admin and Facilities Management function also operates the Travel desk of SIN Branch mainly responsible for arrangement of Singapore branch staff travel matters.
Job Content
1. Administration
- As the main receptionist and the first point of contact between visitors/ clients of SIN BRANCH, the job holder will need to portray and uphold a professional image for the Bank.
- As the face of the Bank when handling onsite visitors/ clients, to ensure portrayal of a professional image for the Bank.
- Ensure delivery of excellent client services for walk-in clients or visitors.
- Ensure walk-in clients are attended to and timely engagement of front office Relationship Management to attend to client needs.
2. Facilities Management
- As the person responsible for facilities management of SIN BRANCH, the job holder will need to ensure proper upkeep and maintenance of facilities management activities/ tasks.
- The job holder will also need to ensure timely review on maintenance of facilities management activities/ setup to ensure proper functioning which is essential for the operation of SIN BRANCH.
- Management of physical access controls via management of access card systems used by SIN Branch including the management of access card (issuance, maintenance, return of cards).
- Manage all physical access keys for SIN BRANCH.
- Management and issuance of workstation keys.
- Collection of mails (registered, PO Box, Returned Mails) for SIN BRANCH.
- Dispatch of mail (drop mails into mailbox).
- Management of both local and overseas couriers used by the Branch.
- Engagement of suppliers for Facilities Management maintenance (Lighting, Office print supplies, stationary, Plants, pantry supplies).
- Manage invoice and payment processing for facility management invoices.
- Coordination and provide onsite assistance to vendors during scheduled/ emergency maintenance of physical facilities in SIN BRANCH.
3. Travel Desk Support
- Coordinate and manage the booking of staff business trips.
- Coordinate and manage all travel insurance matters for staff for the purpose of business trips.
- Ensure compliance to ENBD Staff Travel policies/ procedures.
- Review all invoices associated with business travels
4. Monitoring and Controls
- Gather required data and work with SIN Stakeholders in collation of data for ESG reporting to the Group Chief Sustainability Office.
- Perform Key Controls Testing for defined processes such as CCTV security monitoring, access card issuance.
- Reporting of exceptions noted during Key controls testing to COO.
- Timely reporting of physical security breaches noted.
5. Workplace Environment
- Support positive workplace culture to foster collaboration and communication between SIN BRANCH units as a key coordinator between departments.
- As the appointed Fire Warden of SIN BRANCH, work closely with the Building Management on the conduct of fire drills and coordinate communications on the role of staff in SIN BRANCH in the event of a fire/ fire drill and ensure the safe evacuation of staff.
6. Reporting
- As the Admin and Facility Management Officer of the Branch, perform reporting of Environmental and Social Governance (ESG) reporting metrics to the Group as part of our ESG reporting.
Requirements
- Min. a GCE O Level
- Min. 5 years of work experience in Facilities Management/ Client Services
- Experience working in a multi-cultural dynamic environment and with good interpersonal and communications skills
- Experience in the use of physical access management systems
- Proficient in the use of MS Outlook, Excel and MS Teams
- Front line client relationship experience
- Prior experience in Facilities Management role
- Strong competence in spoken and written English
.Note that salary will be commensurate with relevant experience.
