Job Responsibility
- Supervise and manage daily administrative operations to ensure the office functions smoothly and efficiently;
- Lead and mentor the administrative team, providing guidance, professional development, and performance management;
- Continuously evaluate and refine administrative processes to enhance efficiency and effectiveness;
- Ensure the cleanliness and tidiness of the office building and facilities, and oversee the upkeep of all office equipment. Conduct regular audits across all departments to ensure a hazard-free environment, and verify that documents and materials are stored appropriately;
- Arrange, purchase, and control inventory for stationery, pantry items, name cards, PPE, first aid items, etc;
- Obtain quotations for comparison from new and existing suppliers; review and recommend the most suitable supplier and contractor for administrative needs;
- Develop and manage administrative budgets, monitor expenditures, and ensure effective use of financial resources;
- Ensure that all necessary supplies and arrangements are in place for new employees before their start date. This includes preparing workstations, setting up phone extensions, providing corporate shirts, and addressing any other essential needs;
- Ensure that workstations are cleaned and free of any company property and personal belongings immediately following the employee's physical last working day;
- Maintain and update the group employee contact list and manage records of corporate lines with local telcos (Maxis), including contract expiry and renewal;
- Keep detailed records of maintenance for fire extinguishers, alarm systems, pest control, lifts, and office machines;
- Manage and monitor the performance and attendance of outsourced security and cleaning services to ensure consistent and high-quality service;
- Serve as a backup receptionist during leave and lunch breaks, handling incoming calls, walk-in guests, and receiving couriers;
- Monitor and manage the expiry and renewal of business licenses and tenancy agreements;
- Manage the entire process of sourcing warehouse or shoplot properties, including negotiations with landlords or property agents. Ensure to protect the company's interests throughout, such as:
-Securing favorable lease terms and conditions.
-Conducting due diligence on property suitability and compliance.
-Reviewing and negotiating lease agreements to safeguard company rights and
responsibilities.
-Overseeing the completion of all necessary documentation and legal
requirements.
-Ensuring the property meets all operational and safety standards and etc.
- Book flights and accommodation for staff as needed;
- Oversee and manage parking arrangements;
- Draft, review and implement Administrative Processes and Standard Operating Procedure (SOP)
- Frequently assess each building floor, including the external building landscape and plant arrangements, to identify areas for improvement and create a comfortable and harmonious working environment;
- Plan, coordinate, and oversee the upgrading and implementation of the building's interior and exterior to enhance functionality and aesthetics.
- Record and control all keys for doors and cabinets;
- Assist with welcoming and serving food for VIP/VVIP guests as required;
- Oversee and coordinate the Maintenance & Service Team to ensure efficient operations;
Maintenance & Service Coordination:
- Plan, schedule, and manage maintenance and servicing tasks for equipment such as lifts, Bomba panels, water dispensers, and other facilities.
- Monitor service contracts and ensure timely and effective service delivery.
- Troubleshoot and resolve issues related to maintenance and services to minimize downtime.
Outsourced Services Management:
- Manage and oversee outsourced cleaners and security.
- Ensure cleaners and security meet agreed-upon standards and contractual obligations.
Requirement
- Degree/ Diploma in any fields.
- Proven experience in administrative management and facility management.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Ability to supervise and manage a team effectively.
- Knowledge of health and safety regulations.
- Proficiency in inventory management and budget control.
- Familiarity with record-keeping and data management practices.
- Able to work long hour , weekend & Public Holiday when required.
