Assistant Manager, General Admin

Requisition ID: 9049

Job Summary

At Suntory Beverage and Food Asia Pacific, we boldly move forward together to realize the dreams of becoming a world-leading next-generation global beverage company – you are an important part of this and here’s how your role helps us win.

The purpose of General Admin Manager is to provide administrative management and to ensure office activities and operations to secure efficiency and compliance with company policies. The role oversees the smooth running of our company’s offices and contributes to driving sustainable growth and is responsible for the organization and coordination of office administration duties and office procedures to ensure organizational effectiveness, efficiency, and safety. The responsibilities of the role include but are not limited to the coordination of office procurement activities, facility management, renovation/refurbishment projects, health and safety, etc.

Job Responsibilities

The key responsibilities include:

Facilities and Workplace/Office Management

• Responsible for office renovation, relocation, refurnishing if any, including the office space allocation, etc.
• Manage tenancy agreements, renewal, and ongoing tenancy issues or contracts, etc.
• Maintenance and upkeep of the office - Manage subcontractors on maintenance, cleaning, etc., and coordinate services with building management and/or landlord.
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
• Oversee facility management matters such as fixed asset inventories, office access card, phone system, etc.
• Maintain and renew service agreements for office equipment.
• Manage contract and performance of cleaning contractor, ensuring the cleanliness of the entire office.
• Manage Telco vendor and Phone System for the office.
• Appointed as Fire Warder and ensure workplace safety compliance.
• Any other ad-hoc duties assigned.

Administration

• Maintenance of office reception, ensuring the office is always clean and neat, and act as backup receptionist during lunch hours, as well as when required.
• Perform reception duties (if required) such as sorting of incoming mails, arrangement of outgoing mail, including overseas mails and parcels.
• Onboarding support (phone, business cards, etc.).
• Corporate management (i.e., hotel, airlines, Concur, etc.).
• Work closely with Travel agent to ensure the best service levels.
• Secretarial support (claims, travel booking) as required.

Expense and Budget

• Budget and actuals management P&C costs including labor cost, project costs, T&E costs, facility costs.
• Monitor and plan annual budgeting and expenditure.
• Work closely with IT BPR/Procurement for vendor creation/update.
• Comply with Purchasing Policy for all office purchases and agreements.
• Submission of invoices via Finance Readshot.
• Ensure all P&C or Admin related invoices are submitted on time.
• Liaise with vendors or stakeholders on an ongoing basis for handling invoices, contracts, and paperwork, supporting reconciliation needs.

Skills and Experience

The successful candidate will possess the following:

• Diploma or Degree in Business Administration or Management.
• More than 8 years of working experience in Office Administration.

Functional / Technical Skills requirements:

• Liaise with contractor/vendor for facilities management.
• Understanding of basic accounting principles.
• Advanced proficiency in Microsoft Office (Word, Excel & PowerPoint).