Assistant Manager, Facilities Management - Romania

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.