Manager, Office Services

KEY ACCOUNTABILITIES:
1. Strategy formulation:
• Prepare annual Capital Expenditure and GOE budgets for assign zoning / offices.
• Find opportunities for cost reduction and optimize utilization. The initiatives can vary from smart office set up, rearrangement of facility, fixed asset utilization...
• Strictly comply with company procedures for Operation, Fire Safety, Security and Asset Management.
• Draft and propose SOP for smoothly operation
• Control budget and expenditure of renovation projects and maintenance program.
2. Office management & administration:
Lead and manage of all major fit out/construction/relocation projects. Major tasks as follows:
• User requirements gathering including Personal Planning Data (PPD) preparation and sign-off.
• Fast completion of checklists for Fire safety and physical checklist. Prepare office summary (pro's, con's and recommendation) for users and Property Manager.
• Fast preparation of Lease Transaction Memo.
• Process follow-up tasks, such as authorize payment of retained operation fee.
• Manage company taxi cards
• Liaise & collect required documents from landlords (tax payment, invoice, ...) & play a role as office's hub information.
3. Lease administration, maintenance, asset control & office services:
• Prepare strategic office maintenance and implementation plan. This plan is cover but not limit to the following: safety equipment, air conditioners, fax machine, generators, speaker system...
• Maintain library/database of current office set-up e.g. floor plans, documents, warranties, photographs.
• Conduct Asset control and inventory. This includes of coding, disposal, moving and acquisition of new asset
• Support to facilities team as required. This will include handling and solving service requests, planning and supervising moves, other jobs as needed.
4. Relate & others:
• Prepare various regular reports.
• Train/ supervise junior staff as required.
• Performs other responsibilities and duties periodically assigned by immediate manager in order to meet business requirements.
• Quarterly update asset list and fit-out costs by location to insurers
• File insurance claim for lost/damaged assets (if any)
• Process payments for premium
COMMUNICATION SCOPE:
1. Internal 60%:
• Weekly Property & CSD departments meetings, daily discussion with internal customers, subordinates and colleague regarding Property and Corporate Service works and initiatives. Ensure to deliver the best office services to staffs.
• Do the annual supplier evaluation and cooperate with P&S to review office service.
• Effectively lead / organize to conduct / support company's events including: happy hours, women's / men's day, Christmas and Lunar New Year decoration.
2. External 40%:
• Daily meeting, discussion and negotiation with landlords, real estate agencies and vendors on objective, process, and alternative solutions.
• Most Challenging communication: Ensure that key issues and stakeholders' feedback are communicated in a concise but effective manner to persuade and gain buy-in from senior management for related key initiatives.
MANAGEMENT SCOPE:
• Total number of direct reports: 3
• Total number of staff managed (direct and indirect): 3