Administrative Services Manager

1 week ago


Mastic Beach, New York, United States MyCareersFuture Full time
Job Summary

The Office Manager - Facilities and Operations will be the first point of contact for office services/admin management of the business, based in Singapore. In this role, the individual will be responsible for all office support duties, ensuring smooth and professional operations of the firm's back-of-house operations.

Main Responsibilities
  • Manage end-to-end planning and execution of all office services-related work and in-office events
  • Forecast and plan budgets for facility-related spend, office expansion/fitting/installation spend, and centralized vendor relationship management
  • Work closely with the Technology team to implement office space/rooms bookings technology
  • Co-Lead Office Safety & Security team with HR Manager to ensure that Office space is compliant with global safety and security guidelines as well as local building requirements.
Key Accountabilities
  • Be the single point of contact for any events and meetings in the office (i.e., ensuring meeting room layout for training events, off-sites, office parties, etc.)
  • Respond to office feedback on what can be improved in terms of facilities effectiveness
  • Forecast movements, recommend, and facilitate office space allocation (workstations, LT offices, etc.), in conjunction with HR
  • Manage and maintain floor plans. Responsible for name labels on workstations and LT offices
  • Arrange office maintenance (e.g., lights, air-conditioning, photocopying machines, printers) and equipment repair, dealing with tenancy issues, working together with the Technology team
  • Conduct daily inspection with a checklist to ensure that LT rooms are in useable condition (furniture, equipment are in place)
  • Coordinate regular routine maintenance with building management and cleaners including: carpet steam cleaning, ad hoc cleaning of fridges, cupboards, windows, equipment, etc.
  • Responsible for day-to-day management of Housekeeping, Facilities, Food & Beverages, Pantry in office
  • Responsible for stock/pantry supplies, stationery, furniture order and purchases
  • Solicit bids, negotiate contracts, and manage vendor relationships
  • Review vendor contracts and ensure that firm's interest is safeguarded
  • Work closely with EA Manager/EAs on office facilities matters
  • Provide additional support as required for in-house Marketing or Recruiting functions
Requirements
  • 8-10+ years of relevant office admin experience gained with MNCs or fast-paced work environments
  • Passionate in the areas of office services/facilities management
  • Working knowledge in core operational areas, such as facilities management, event management (e.g., recruitment and training events), and staffing & resource allocation
  • Skillful in the analysis and re-engineering of systems, processes, and procedures
  • Strong records/knowledge management skills
  • Purchasing, lease, and contract management experience


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