Office Service Assistant Manager

General Information
Division : Finance
Department: Office Service & Procurement
Job Title : Office Services Assistant Manager
Location : The Mett - HCMC
Report to : Office Service & Procurement Manager
No. of subordinates: 1
Job Summary
The job holder is responsible for managing the administrative of the overall Company and OS team activities as well as day-to-day operations of a variety of OS. Ensure smoothly operation of nationwide offices according to business plan & budget control. Setting up Office service policies and follow to comply with policies of Company/ Group. Sourcing of suppliers for the overall needs of the company to obtain products of the right quality and quantity at the right price and time and from the right sources. Manage the requisition preparation process to trigger the procurement of goods and services by conducting analysis of the approved plans and verification of Company's need.
Key Roles & Responsibilities
1. Office Service:
- Managing, evaluate and monitor the performance of 3rd parties and implement appropriate plan to deliver facility management services across all sites of the Company
- Review, supervise offices rental fee, parking, electricity, other fees paid on time.
- Develop and implement OS plans and review protocols that aligns with the operating plan.
- Provide employees with guidance in handing difficult or complex problems or in resolving escalated complains or disputes.
- Oversee the acquisition, distribution and storage supplies and shared service such as mailing, printing, copying, cleaning and maintenance.
- Create and administers budgets for suppliers, equipment and contract services.
- Monitor any construction or renovation projects to ensure plan requirements and applicable health, safety are met.
- Prepare, negotiate, analyze and review contracts for services providers, equipment, supplies, material, Facility Management.
- Prepare & review maintenance and other recurring schedules and report for accuracy and efficiency.
- Plan in-house or off-site activities like parties, celebrations and conferences.
- Reporting to the high level on issues of Office service activities.
2. Property management:
- Communicate with landlords to negotiate the Lease Contract terms & conditions as assigned.
- Co-operate with Procurement Team to Follow up requests from other divisions to open new offices.
- Co-operate with Procurement Team to Prepare moving plans for offices renovation.
3. Team management: responsible for OS team as well as individual staff performance
4. Other tasks : as assigned if any