Facilities Associate

**Summary of Responsibilities**:
FACILITIES
- Monitor physically status of the air conditioned, lights, appliance (such as refrigerator, coffee maker, microwave oven, wall clock, water dispenser) doors, fire extinguishers, fire alarm, biometrics, UPS. USB ports, photocopiers, vending machine, workstations, chairs, pedestal, Lockers, access cards and all the items that can be seen in the office.
- Meeting room support (booking) & air con extension request (SG)
- TELCO
- Mobile phone purchasing, distribution, Asset List (SG)
- Ad hoc request for data roaming plan
- Manage Digi Telecommunication (MSIA)
- Reception activities (SG)Act as an interface with client, visitors, and guests.
- Being the point of contact for building landlord
- Monthly Occupancy report & utilization report (collect & compile) APAC, China, India

REPAIRS & MAINTENANCE
- Oversee office facilities for repair.
- Collaborate with vendors to schedule preventive maintenance, inspections, or urgent repairs. This includes obtaining quotations, creating purchase orders upon approval, and initiating activity planning.
- Maintain communication with the Building Administration and Property Management Office (PMO) regarding repair, inspection, and preventive maintenance activities.

PURCHASING & PROCUREMENT
- Manage vendor relationships for the procurement of office supplies, vending machine stocks, cleaning materials, IT-related equipment, and any other items requested by various teams or projects for upcoming activities.
- Place orders for office supplies, housekeeping consumables, and pantry supplies to ensure adequate stock levels are maintained.
- Assist with registering new Third Party Vendors in FSA system according to Fortrea policy and procedures
- Receipt for the PO after receiving invoice, Delivery Order & goods
- Assist controllers with any other financial related matters to ensure that all financial process is completed in a timely manner
- Maintain tracker to ensure of all responsible financial process to ensure that all payments are properly documented and completed in a timely manner

BILLINGS AND PAYMENTS
- Handle billing processes related to office facilities, including utilities, maintenance services, and any other applicable charges.
- Ensure timely processing of payments to vendors and service providers for facility-related expenses.
- Maintain accurate records of invoices, payments, and financial transactions related to facilities management.
- Coordinate with the finance department to reconcile billing statements and resolve any discrepancies.
- Manage Rental GL coding for Singapore and Regus(APAC)
- Manage various account of Logistic accounts (FedEx (IT account), DHL, The Road Master, TNT)-APAC, prepare the GL coding, Invoice processing
- Escalate any potential risk of late payment or other financial matter that could impact facility operations

Real Estate and Projects:

- Assist with real estate and project-related tasks as necessary.

Admin tasks
- Create Purchase Order (PO) requests on behalf of the facilities management team
- Finance PO as and when requested by controllers for (SG, Thailand, TW, Korea, HK, MSIA)
- CDS PO request (SG, Thailand, MSIA, ANZ), process Invoice
- Assistance provided for home-basing/ Staff liaison (enquiries/assistance) (SG)
- Courier support and shipping preparation (SG & MSIA)
- Public Holidays Announcement (APAC)
- Business card request (MSIA & SG)
- On/Offboarding (issuance & clearance) (SG)
- Procurement Office Stationery(SG)
- Daily Attendance Update
- Archiving support (Crown) (SG)
- Manage Iron Mountain, monthly paper destruction (SG) Printer management (Ricoh) -repair, maintenance, toner order (SG & MSIA)

**Qualifications (Minimum Required)**:

- University degree
- Chinese (Native) English (Business) Problem solving, Interpersonal skills, Attention to detail.

**Experience (Minimum Required)**:

- 3 to 6 years of experience