To assist the Site Leader in provide comprehensive facilities, contract, administrate and implementation of the overall Facilities and Procurement Management.
Helpdesk Management
Greet external visitor and internal staff with high degree of professionalism and courtesy
Answering incoming call and receiving incoming mails
Sort and distribute all incoming mail and overnight packages
Handle walk-in enquires, guest wireless assistance and visitor pass
Manage badging process, new hire badges and coordinate with system vendor
Conference Room and Event
Act as administrator for conference rooms throughout the portfolio
Ensure conference rooms are cleaned on a regularly scheduled basis
Regularly inspect furniture for damage and repair/replace furniture, as needed
Assist with catering ordering, setups, event planner and ordering, as required
Financial Management
Provide initial review and coding of FAcOps invoices for invoicing management
Review, scan and forward invoice to FCS/account payable, as required
Capture payment info, spreadsheet and data control
Payment Document Filing
Troubleshoot resolution of vendor invoice billing
Coordination with Vendor for quotation and invoice received
Office Facility Management
Business card ordering and delivery
Office and equipment keys maintenance and management
Manage postage, local / foreign courier in and out.
Inventory and stocking of office and tea point supplies, where applicable
Maintain up-to-date Emergency contract information list with work, home and cell numbers
Vendor Management
Manage the vendor relationship and monitor vendor's supplier
Acknowledge receipt ordered items from the vendors and bill from landlord
Assist in vendor set up and request of Public Liability insurance certificate.
Facilitate supply of office stationery, pantry supplies, stock medicine cabinets and etc.
Coordinate with third party vendor to facilitate supply, service calls & preventive
Maintenance of network printer/MFD
Property Maintenance Coordination
Office maintenance work coordination with landlord and contract vendor
Assist in yearly fire drills exercise and communication with internal floor warden
Coordinate after-hour HVAC request, where applicable
Move/Add/Change/events
Assist in provide support need to complete move and coordinate and verify set up requirements
