Office and Facilities Administrator

Are you curious, motivated, and forward-thinking? At FIS you’ll have the opportunity to work on some of the most challenging and relevant issues in financial services and technology. Our talented people empower us, and we believe in being part of a team that is open, collaborative, entrepreneurial, passionate and above all fun.

**What you will be doing**:
Reception
- Answering of calls, take down message and pass on to the relevant department/staff
- Distribution of incoming mails, couriers, newspapers and any other subscriptions
- Sending out of local and international courier packages
- Attending to visitors and vendor deliveries
- Issuance of temporary access cards for staff and visitors as per Security SOP
- Ensuring that external meeting rooms are kept neat and tidy after each meeting
- Booking of meeting rooms
- Seated and manning the reception counter during business hours
- Logistics support for company wide townhalls and events (eg. Arranging for F&B, booking of rooms, etc)

Office Admin
- Scheduling of regular inspection and maintenance with service providers (cleaning, security, aircon for server room, fire equipment, printers and copiers etc) and landlord (electrical, building aircon, windows cleaning)
- Work with landlord on maintenance issues when they arise
- Work with cleaning service provider to ensure that office is kept clean as per contract and to schedule regular (quarterly, half yearly) maintenance/cleaning for carpet, pest control, high level dusting)
- Ordering of office supplies (stationery, business cards, envelopes, kitchen, standard beverages provided by company). Ensure that kitchen and utility areas are adequately stocked
- Attend to users' requests on maintenance issues such as replacement of pedestal locks, fixing of broken chairs
- Coordinate office moves with staff and contractor
- Arrange with service provider to collect confidential waste for disposal on a monthly basis
- Document storage done on ad-hoc basis based on Records Management SOP
- Document destruction done on ad-hoc basis based on Records Management SOP
- Vendor contract administration - work with line manager to liaise with vendors on new and/or renewal of contracts
- Updating of vendor contract listing and vendor contact listing as well the maintenance schedule
- Updating of office seating plans as and when there are changes
- Work with hiring managers on allocation of seat and other logistics (business cards) for new joiners
- Attending to maintenance works within and after business hours
- Fortnightly inspection for the whole office using checklist to ensure that lighting, aircon, cleaning are in order, office is neat and tidy and everything is in good condition - any issues are to be highlighted immediately to service providers and line manager for rectification.

Projects, facilities and others
- Work with line manager, service contractors on any projects as and when needed; within and after business hours
- Any other tasks or assignments that may come up from time to time as and when needed
- Request for creation of new vendor in system through Vendor Risk Management team
- Raising of Purchase requisitions for Real Estate and Facilities related items
- Sending invoices to AP team and/or Real Estate team for processing
- Coding of invoices in Oracle using GL coding list provided; check and ensure that vendor invoices are submitted with correct amount and description before sending to AP team
- Work with Global Security team on activation and deactivation of access cards for staff and visitors as per Security SOP
- Schedule regular maintenance with service provider for Security System - will have changes coming up once the global RFP is completed in Q3
- First point of contact for any alarms triggered off in the office, required to come back as and when necessary and escalate to relevant departments (eg. IT if alarm is related to server room)
- Update Health & Safety guide and information for office (including information on notice boards)
- Schedule regular meetings with Health & Safety committee
- Update fire wardens/H&S committee/first aiders information as required
- Work with landlord on scheduling of regular fire drills and fire alarm system
- Schedule regular checks on fire extinguishers with service providers

**What you bring**:

- Proficient written and oral communication skills in dealing with employees or external customers/clients
- Knowledge of office policies and procedures
- Proficient in using PCs, postage meter and other general office equipment
- Proficiency to work independently
- Proficient in operating office equipment required by job, e.g., PC, word processor, telephone console
- Knowledge of inventory maintenance
- Typing accuracy, ability to proof materials for accuracy and completeness of information and the ability to reference files from indexes, logs and verbal requests and
- Ability to sort documents and other materials using pre-determined guidelines, e.g., alphabetical o