Assistant Director - Admin and Facilities Management (Corporate Admin)

Position Overview

The Head of Admin and Facilities Management will be responsible for ensuring the smooth operation and maintenance of the organization's facilities. this role involves managing outsourced vendors and service providers, overseeing various facilities-related activities, and ensuring compliance with safety measures. The role also covers handling leasing matters, conduct regular checks on office grounds, and have managerial responsibilities with the Corporate Admin team.

The ideal candidate will possess strong organizational skills, a keen eye for detail, and the ability to manage multiple tasks simultaneously. They should have experience in facilities management, vendor coordination and team leadership.

Role & Responsibilities

Facilities Management

• Responsible for office administration duties, including maintenance of office reception, Office renovation, relocation, refurnishing, office space allocation, etc.
• Manage tenancy agreements, renewal and ongoing tenancy issues or contracts, etc.
• Manage subcontractors on maintenance, cleaning etc and coordinate services with building management and/or landlord
• Oversee the running of RFPs and RFQs on all procurement including preventive maintenance and repair works
• Project manage fit-out works, A&A works within the office including liaison with main contractor, vendors and internal stakeholders
• Provide support to internal stakeholders during major events including for Business Continuity Management initiative and audit enquiries
• Responsible for continual improvement and streamlining of work processes

Corporate Admin

• Assign and manage a team of Executive Assistants supporting Senior Leaders of the Company
• Owns the Corporate Travel Policy and is responsible to review all corporate travel bookings and Travel Authorization to ensure compliance with company travel policy
• Oversee all procurement, reviewing of all Corporate Administration contracts
• Responsible for continual improvement and streamlining of work processes among team of Executive Assistants

Requirements

• Degree in Business Administration or Management.
• More than 8 years working experience as Officer Administration including office facilities management
• Understanding of basic accounting principles.
• Advanced proficiency in Microsoft Office (Word, Excel & PowerPoint)
• Able to meet deadlines and work effectively under pressure.
• Eye for details, creative, team player and self-motivated
• Possess good interpersonal and communication skills and able to work with people at all levels.