Admin Executive

2 weeks ago

Kallang, Singapore Jobline Resources Pte Ltd Full time

**Responsibilities**:
i) Facilities Operations - Implement a preventive and planned maintenance programme to minimise maintenance, repair and replacement costs together with minimising the risk of failure of equipment’s. - Ensure all facilities management requirements are completed in a timely and accurate manner. - Seek ways to reduce costs and improve operational standards - Pantry, stationery and office supplies - Management of events including relocation of furniture, liaising with contractors and internal teams. - Supervision of housekeeping staff to ensure office is clean and to an acceptable standard of hygiene - ensure that high area cleaning being done (monthly) and carpet shampoo (yearly) - Drive continuous improvement of processes, procedures and increase productivity and the workplace experience - Fixed asset inventories, desk allocation, meeting room/desk booking systems/ lockers - Office Access card management, office security system, doors, security systems, phones, visitor management, receptionist management

ii) Real Estate - Handle and supports office space evaluation and ensure compliance with global space policies - Prepare and execute lease contract negotiation in conjunction with corporate guidelines - Constant initiatives to contribute to company-wide optimization and cost savings initiative - Handle facility-related insurance plans and service contracts - Liaise with landlord, property management, leasing agent and contractors

iii) Stakeholder Management - Proactively engage stakeholders to ensure that on site expectations are met - Build and develop effective stakeholder relationships across multiple levels of the organisation - On-site key point of contact for Facilities in the premises

iv) Vendor Management - Manage multiple vendors including hard and soft skills to deliver services on time and within budget - Manage vendor procurement processes in accordance with agreed procurement guidelines - Involve and work with internal Procurement team and follow procurement best practices - Manage office renovation projects, office relocation projects

v) Health & Safety Management - Implement and manage safety procedures to ensure the provision of a safe working environment - Ensure compliance with statutory regulations on fire, health and safety standards. - Carry out H&S checks including First Aid supplies, regular walkthroughs for slips, trips and falls.

vi) Customer Service - Ensure effective communications and reporting on operation matters - Evaluate service response time and analyse service request trends and suggestions - Ensure feedback from employees are recorded and action to the satisfaction of the end user. - Pro-actively develop and manage business unit relationships, ensuring that the expected service levels are achieved.

**Requirements**:

- Minimum 1 year of administration experience
- Experience in developing and implementing ‘out of the box’ creative process improvements and innovative solutions.
- Ability to promote open, constructive and collaborative relationships at all levels
- Proven ability to employ holistic approaches and looks at long term solutions

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