Hi! We are looking for Office Facility & Management to help us maintain a secure and well-functioning work environment. You will work to check devices, structures and systems (e.g. fire alarms and air-conditioners) on a regular basis and identify needs for repairs and renovations. You will also need to conduct cost analyses when purchasing new systems or services. Moreover, you will liaise with cross-function department and internal stakeholders.
Responsibilities
1. Ensure workspace readiness according to company needs by:
- Creating and organizing cleaning duty schedules for the Office Assistant, Messenger, and Mailing team.
- Performing regular inspections of work areas on every floor to ensure cleanliness and tidiness.
- Arrange for regular maintenance of equipment and internal systems (e.g. cooling system, alarms, security cameras)
- Check rooms and furniture to identify needs for repairs or renovations
2. Conduct inventory and maintain stock of office supplies, including pantry items and stationery
3. Supervising the inventory of office and building access managed by receptionists
4. Reviewing and approving office parking access requests based on requirements
5. Prepare monthly reports using Excel and spreadsheets to track office expenditures
6. Arrange accommodations for tickets and hotels for every business trip
7. Serve as the point of contact for employee requests related to office supplies procurement, room reservations, and building overtime
8. Evaluate the performance of the Office Assistant, Messenger, and Mailing team
9. Conduct market research and compare costs and benefits when evaluating new vendors
10. Able to do office project such as Relocations, Renovations, and Layout/Fit out New Floor and New Buildings
11. Ensure compliance with health and safety regulations (K3)
- 1-2 years of experience in Office Management, Facility Management, or General Affair position
- Capable of managing tasks that demand orderliness, organizational skill, and meticulous attention to detail
- Excellent communication skills both written and verbal and ability to effectively communicate with diverse groups at both a general and technical level
- Demonstrated ability to supervise and manage a team of Office Assistants with decisiveness and a strong commitment to upholding high standards of office appearance
- Strong problem-solving skills to address facility-related issues promptly
- demonstrate integrity in the workplace through honesty and transparency of information
- Have strong responsibility by taking ownership on any given task
- Have Project Planning & Management ability to multitask effectively
- Proficient in completing administrative tasks and experienced in working with Microsoft Excel and Google Spreadsheets
