The role encompasses a range of responsibilities aimed at ensuring the smooth functioning of the workplace environment. The role will be responsible for managing various aspects of the office environment to ensure efficiency, safety, and employee satisfaction. The role involves overseeing facilities management, office supplies, vendor relationships, and providing support for various administrative tasks. General day to day responsibilities may include and are not limited to the below:
Facilities Management:
Coordinate and oversee office maintenance, repairs, and renovations.
Manage office space allocation, including desk assignments and seating arrangements.
Ensure compliance with health and safety regulations and emergency procedures.
Manage office systems for security access.
Office Supplies and Equipment:
Procure and manage inventory of office supplies, furniture, and equipment.
Coordinate with vendors for timely delivery and maintenance of equipment.
Monitor usage and budget to optimize spending on supplies and equipment.
Vendor Management:
Liaise with external vendors, service providers and building maintenance for general facilities maintenance, cleaning services, and other office-related needs. This includes cleaning/pest control, upkeep of toilets, lift lobbies, air-con, mechanical/electrical matters, office equipment, safety controls and participation in periodic fire drills.
Negotiate contracts, review service agreements, and ensure quality standards are met.
Evaluate vendor performance and address any issues or concerns.
Administrative Support:
Provide administrative assistance to various departments as needed, including managing mail, scheduling meetings, and coordinating events.
Assist with office relocation projects, including coordinating logistics and communication with employees.
Maintain accurate records and documentation related to workplace services activities.
Employee Support:
Lead a team to manage office facilities:
Receptionists to attend to visitors including beverage service, handle incoming calls, coordinate the setup for meetings or training.
Tea Ladies to maintain cleanliness, coffee machines and beverage supplies for internal pantries.
Office Assistants to operate the mailroom for internal mail distribution, carry out external dispatch in Singapore & overseas courier services.
Manage company drivers and maintain companys vehicles.
Serve as a point of contact for employees regarding workplace-related inquiries and requests.
Assist with onboarding new employees by providing orientation to office facilities and procedures.
Collaborate with HR and IT departments to address employee needs and ensure a positive work environment.
Bachelor's degree in Business Administration, Facilities Management, or related field preferred.
Proven experience in facilities management, office administration, or a similar role.
Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
Excellent communication and interpersonal skills, with a customer service-oriented approach.
Proficiency in Microsoft Office Suite and familiarity with facilities management software.
Knowledge of health and safety regulations and best practices in workplace management.
Flexibility to respond to after-hours emergencies or special events as needed.
Physical ability to lift and move office equipment and supplies when necessary.
