To assist and support the Facilities Coordinator performing the facilities services.
Key Responsibilities
Facilities Management: To provides efficient & effective office facilities and infrastructure; to be responsible for relations with service providers for plants, sanitary, copiers, phone system, etc.; to be responsible for relations with the building owners, for plans, moving, furniture, as well as maintenance and cleaning of office premises; to take charge and monitor of courier services - sending and receiving mails/documents, packages, etc.; to assist Facilities Coordinator in coordinating facilities services such as reception, driver, courier, office supports (i.e. office boy, cleaner, fax/copy operator), security (if needed), etc..
Procurement: To take charge purchasing office supplies (such as stationeries, pantry supplies, etc.) and assist Facilities Coordinator to research new deals and suppliers; record, reconcile and report expense reports to Facilities Coordinator; to record and keep inventory system and assets register of all the office facilities, furniture and equipment.
Formalities: to maintain corporate documentation and a proper administration in line with the prevailing rules & regulations.
General Administration: To answer and direct phone calls; organize and schedule appointments; plan meetings and take detailed minutes; write and distribute email, correspondence memos, letters, faxes and forms; assist in the preparation of regularly scheduled reports; develop and maintain a filing system; maintain contact lists (external and internal); book travel arrangements; provide general support to visitors; to manage and monitor meeting-rooms booking arrangement; process printing of business cards, letter heads, company brochures, souvenir and all other official papers as instructed and approved by Facilities Coordinator; liaise with senior administrative assistant and/or Facilities Coordinator to handle requests and queries from head of departments and employees.
Competencies (Technical / Behavioral)
Interpersonal/Core Competencies:
Key Relationships Internal/External
Internal:
External:
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