Job Description

Responsibilities

Oversee and managing the office services functions that includes insurances, front desks services, pantry management, mailing services, travel arrangements, contract management, document management, events planning, logistics including customs clearance and other services provided by this section.

• Leading and/or participating in meetings, conduct training/briefings for onboarding activities and provide guidance to the team within office services section.
• Hiring and providing coaching to the office service team, delegating tasks and monitoring the performance of the employee.
• Ensuring the team of office services is operating securely and effectively, preparing and reviewing operational reports and maintaining all policies and procedures of the department.
• Identifying opportunities to improve office services policies, procedures and guidelines.
• Monitor costs and expenses, assist in budget preparation and compiling the department annual budget information.
• Collaborate with other colleagues from different sections and countries to prepare for document submission for Ecovadis Certification, CSR report, ISO27001 and another relevant certificate.
• Organize and supervise other office services activities such as recycling, event planning, environmental, health & safety activities and etc in collaboration with other departments.
• Ensure operations adhere to policies and regulations, keep abreast with all organizational changes and business developments.
• Manage general insurance coverage (e.g. fire, consequential loss, all risks, mobile equipment, public liability, employer liability, etc) for the company and liaise with respective office services team from other countries in ensuring they have adequate coverage.
• Liaise with Building Management on matters pertaining to the services and communicate with organizations employees on any changes or updates to the rules and regulations.
• Manage parking for company and employees parking application.
• Manage and verify payment voucher for the department and liaise with Finance department on payment that needs to be made to third parties.
• Manage the Health, Safety & Environment training, activities and ensure the workplace are safe and in a good working environment.
• Assist in the procurement activities with procurement team within the department and ensure all inventory for the ordered items is recorded accordingly.
• Manage the travel arrangements requests from internal and external clients.
• Perform any other tasks as required by the immediate superior.