AIA Digital+ is a Technology, Digital and Analytics innovation hub dedicated to powering AIA to be more efficient, connected and innovative as it fulfils its Purpose to help millions of people across Asia-Pacific live Healthier, Longer, Better Lives.

If you are hungry and driven to play an active role in shaping a better tomorrow, we want to hear from you. Because the work we do at AIA Digital+ makes a difference in the lives of millions of people, every day. We will equip you with the critical skills, tools and technology, and endless opportunities to learn, contribute and thrive in a dynamic and exciting environment.

If you want to shape a brighter future at AIA Digital+, please read on.

About the Role

The incumbent is to lead and manage the Administration & Facilities Management function to provide a safe, efficient, compliant and well-managed workplace. Oversee workplace operations, facilities projects, occupational safety and health, vendor management, governance and administrative services to support business requirements and operational continuity.

Administration & Facilities Operations

• Manage day-to-day administration and facilities operations to provide a safe, efficient and well-maintained workplace.
• Oversee maintenance, housekeeping, utilities, office equipment, workplace services and facilities-related employee requests.
• Coordinate with building management, contractors and service providers to ensure timely issue resolution and service continuity.

• Support office events and other operational requirements.

Workplace Planning & Facilities Projects

• Manage workplace planning, space utilisation, seating arrangements and facilities requirements to support business needs.
• Coordinate office renovation, refurbishment, relocation and workplace improvement projects.
• Work with internal stakeholders, project teams, building management and vendors to minimise operational disruption during workplace changes.

• Support applicable lease, renovation and project approval requirements.

Occupational Safety & Health (OSH)

• Serve as the Company's OSH Coordinator and Secretary to the OSH Committee, coordinating committee activities and statutory governance requirements.
• Coordinate workplace inspections, risk assessments, monitoring activities and safety initiatives.
• Monitor OSH observations, recommendations and corrective actions through to closure.
• Maintain appropriate OSH records and documentation to support regulatory, governance and audit requirements.

• Promote workplace safety awareness and continuous improvement.

Vendor, Contract & Financial Management

• Manage admin & facilities-related vendors and contracts, including sourcing requirements, commercial evaluation, negotiation, renewals and service-performance management.
• Coordinate with Procurement/Sourcing and Finance on purchasing, payment and expenditure requirements.
• Monitor admin & facilities expenditure against approved budgets while identifying opportunities for cost optimisation and operational efficiency.

• Ensure vendors fulfil contractual, safety, operational and service requirements.

Governance, Risk & Compliance

• Maintain appropriate operational controls, records and documentation for Administration & Facilities Management activities.
• Support internal audit, compliance, records management and other governance requirements applicable to the function.
• Identify facilities and workplace operational risks and coordinate appropriate mitigation actions.

• Maintain adequate operational coverage and support business continuity for critical workplace services.

Team & Stakeholder Management

• Manage and guide Administration & Facilities Management team members in delivering operational requirements and service standards.
• Plan team resources and operational priorities according to business requirements.
• Assess and coordinate recruitment and resource requirements for the function where required.
• Collaborate with internal stakeholders, building management, contractors and service providers to address workplace requirements and operational issues.
• Prepare and coordinate employee communications relating to facilities, workplace services and operational changes.