General Affairs cum Receptionist - 1 Year Contract
Meħtieġ:Security
Your tasks
To assist Head of HRGA in managing the Bank’s day-to-day activities on office facilities and administration.
Facility Management & Compliance
- Manage daily operations such as the management of service requests and liaising with building landlord/ vendors for any facility management tasks
- Liaise with contractors/ vendors on renewal contracts and quotations; rectify issues, defects and any concerned areaswithin the facilities
- Ensure appropriate follow up with contractors/ vendors such as outstanding issues and any other operations needs
- Security Access Management including Door Access card control, daily review of surveillance camera & entry pass platform
- Monthly submission of security access report
- Premises Security and yearly check of extinguishers and hose reels
- Budget Tracking for OPEX, CAPEX and Welfare to ensure no overspending
Office Administration
- Fixed Assets Inventory Control, manage Meeting Room booking system and Management Reporting
- Custodian of all office keys and maintain regular updates of office keys list
- Central controlled on Memo Request serial number and maintain up to date Memo Log
- Central contract storage for all contracts signed with external parties
- Arrangement & renewal of corporate car rental and Season Parking
- Review & renew General Office Insurance policies
- Provide solution and to assist in implementation of staffs requirement on new equipment and etc.
- Oversea colleague’s requirement, such as Hotel etc.
- Maintain #SG Branch Staff Listing, #seating plans, access card control list and telephone list updates
- Co-ordinates offsite document storage
- Support yearly orders to HQ in-charge (e.g. Planner and Diary, Lunar New Year Card and Red packets etc.)
- Support orders for festive occasions, e.g. Mid-Autumn Festival, Christmas
Reception Roles
- Handling of all in/out postage, courier services and distribution of letter/newspaper/mails
- Attending of visitors and prepare drinks
- Housekeeping of reception and meeting areas
- Staff on/off boarding activities including creation using IT System Request , set up work desk with stationery, name card printing, ensure desks are clean and ready for staffs
- PDPA Collection (Vendor/Staff/3rd Party)
- Submission of monthly postage franking report, maintain sufficient fund and supplies
- Bi-monthly order of stationery, printing documents and pantry supplies
- Co-ordinates of any needs of printing for staff (company letterhead/name cards/envelops)
- Filing and verification of invoices/contracts for all orders done (couriers/stationery/printing/etc.
- Lodge feedback to management of Asia Square Tower forfaults, Aircon extension etc.
- Ensure the reception area, meeting rooms, and pantry are clean, well‑maintained, and fully prepared to receive guests at all times.
Staff Welfare
- Support on company events and staff welfare activities such as such as Dinner & Dance, Team Building, webinars, roadshows, ordering of flowers for staff (e.g. baby new born / Wreath) etc.
OTHER ACCOUNTABILITIES
- Others tasks given by Head of HRGA
Requirements
KEY COMPETENCIES
- Excellent organization skills
- Good communication skills, written and oral as well as inter-personal skills.
- Good team player
- Role required to attend to Mandarin speaking stakeholders