For Facilities: -
To ensure the country facilities (which under your territory) perform well as per below:
Front Desk Management
- Season Parking administration
- Onboarding Procedures such as access card issuance and email addition of new Grabbers
- Attending to internal customers and external customers queries
- Administrative duties such as raising of ePRs and invoice processing
- Tracking of OPEX and CAPEX costs in the company.
- Mail management
Facilities Coordination
- Work with cleaning vendors to ensure office cleanliness, pantry
- Vendor management: ensure vendors adhere to Service Level Agreements in contracts.
- Contract/ Lease management, to ensure that all contracts are renewed in time with accordance to regional procurement standards
- Liaise with Building Management on Building related matters.
- Effectively communicate with different stakeholders to uphold the maintenance of the office.
- Allocation of seats to departments based on their business needs
- Work with outsourced designers and internal stakeholders for minor expansion projects
- Lease matters and rental invoice processing
- Move Management: Ensure move transition of employees through clear communication.
- Ensure proper documentation pertaining to all site-related matters such as Floor plans, MEP drawings
- Supervision of minor repair works in the office.
- Ensuring Facilities Systems are updated regularly according to Regional Standards.
Office Expansion Project Management
- Getting requirements from departments and managing expectation of departments
- Tracking of progress to ensure contractors adhere to project timeline and quality
- Liaising with security and IT department
- Ensuring relevant approvals from building management.
For Procurement: -
• Working to support the administrative purchases required by the departments
(competitive bids analysis, new vendor set up, etc)
• Educate the teams on Procurement/ and finance policies to ensure compliance
• Suppliers management on all local buys - ensuring service level adherence and
commercial integrity
For Finance: -
To provide Finance support to Outsource Finance Provider and Regional Finance in Singapore, including but not limited: -
- Opening letter, chop receive date, scan and email to respective parties (i.e. Outsource Finance Provider for Payment purpose)
- Verify and check suppliers’ invoice, raise PR and perform GRN
- Track invoice and liaison with AP team to ensure payment of all invoices are made in time
- Liaise with suppliers on payment status, invoice, delivery order (DO) or any dispute matters.
- Assisting in reconciliation activities
- Provide and manage cash flow (actual/forecast) and work closely with Regional Treasury on a regular basis on all funding requirements.
- Liaison person with Bank (and potentially Central Bank) on all banking matters (FX, approvers, bank tokens, letters, documentation), working closely with Regional.
- Process and verifying staffs claim receipt and pass to outsource provider (until Romania’s concur system is up)
- Travel Coordination (provide staffs tagging from POP to Travel agent if any)
- Scanning duties and maintaining a simple document filing system.
- To assist Regional Finance on any ad hoc related support as assigned.
