Facilities and Office Administration

4 days ago

Singapore MAZARS LLP Full time

This role is to assist the Admin manager to oversee the administrative operations and the facilities of the firm and to support operations by supervising staff; planning, organising, and implementing administrative systems and processes. You will be responsible for organising all of the administrative activities that facilitate the smooth running of the office, facilities and resources and devising ways to streamline processes. It will be your duty to ensure that all office equipment are maintained, relevant records are up to date and that all administration processes work effectively.

**Responsibilities**:

- Supervising the work and performances of the admin assistant(s) and receptionist(s).
- Overlook and supervise the management of the Pantry, office supply & equipment administration and the overall cleanliness of the office environment.
- Manage and keep track of monthly report on expenses, servicing and usage records.
- Responsible for office vendors management.
- Responsible for updating of the office layout plan, telephone listing, seat position and keys management.
- Responsible for the upkeeping and renewal of all admin and office management related contracts administration including but not limited to agreements on tenancy, copiers, coffee machines, water dispensers, general office insurance, etc.
- Regular reviews updates of office facilities and infrastructure with manager in charge to ensure they are adequate and to implement a responsive facilities management system and procedures.
- Liaise with the maintenance agent (s) on the maintenance of the building facilities including but not limited to breakdown of equipment, lighting, servicing of air con units, electrical supplies, etc.
- Ensure the firm is in compliance of the WHS Workplace Safety Act.
- To be the Risk Manager for the firm to conduct safety audit and risk assessments.
- To oversee on rooms booking management and related administrative services Corppass, etc.
- Projects coordination and set up for conferences, events, trainings and meetings.
- Any other ad hoc office administration & facility related tasks.

**Requirements**:

- Minimum Diploma in Business Administration or relevant discipline.
- Minimum 4 years of relevant administrative work experience, preferably with experience managing a team.
- Able to work independently with mínimal supervision in a fast-paced environment.
- Possess a positive, proactive and can-do attitude.
- Good interpersonal skills and ability to communicate with all levels with professionalism.
- Organized, meticulous, flexible, and able to multitask.
- Good knowledge of Microsoft office.
- Fluent in both written and spoken English.

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