Office Support Officer

1. Support:
- Oversee support requests (room booking request, technical support request, facility management request, cleaning request,...). Ensure all requests responded and completed on time and the work results meet the school's standard.
- Coordinate all office management teams to support school events.
- Assist Office Manager in preparing documents, reports and welcome government inspectors regarding infrastructure and fire safety at school.
- Order technical goods, refreshment for staff, cleaning supply, and stationery for the office as required. Conduct payment requests for monthly building services.
- Collaborate with the Inventory Accountant & Storekeeper in the preparation and distribution of uniforms and books for students and staff.
2. Facilities management
- Provide general oversight of maintenance activities to ensure school buildings are kept in good order and condition in consultation with Office Manager.
- Conduct daily facilities walk, weekly housekeeping checks. Record and report all finding of breakdowns, health & safety risks, hygiene of the building. Coordinate with Head guard to include required checkpoints in security's patrol checklist.
- Review and propose specifications of each facility purchasing request to ensure all requests meet H&S and aesthetic standards.
- Oversee school's bus(es) and car(s), processing vehicle booking requests, ensuring proper coverage to school vehicle. Oversee Grab accounts.
- Oversee gardening service. Develop and implement the gardening standards, gardening calendar.
- Follow up with furniture & fixture orders, distribution & handover. Oversee school asset lists. Coordinating with the purchasing department in purchasing process and with accounting department to conduct annual inventories of school' assets.
3. School services
- Oversee shuttle bus service, catering service, uniform, processing registrations, keeping stakeholders informed of any update of the service, actively looking at measures to expand the service or enhance costumers' experience.
- Review safety procedures of the services. Coordinate with Administration team colleagues to implement successfully safety procedures via daily checklists, monthly checklists, spot check...
- Oversee facilities lending contracts, keep relevant stakeholders informed of the event and required supports. Consult with Office manager to apply proper service charge for each lending contract. Arrange appropriate human resources (cleaner, maintenance, guards, audio staff) to assist the event.
- Oversee and keep records of operational checklists of Office management team, including Shuttle bus daily checklist, School vehicle checklists, Canteen monthly checklist, food sample storage, Preventative maintenance checklist, Security patrol checklist....
4. Administration
- Coordinate office activities and operations to ensure efficiency and compliance to company policies.
- Oversee Administration team calendar. Gather feedback from stakeholder on school' vendors, source potential vendors, review and renew service contracts.
- Monitor expenses record and reports as requested.
- Prepare reports as per requested by Office manager and authorities.
- Oversee Administration department's recurrent payments.
Other tasks assigned by Line Manager.