Report to:
The Office Support Officer will report to the Office Manager
Job overview:
The Support Officer is responsible for supporting Office Manager in day-to-day upkeep of the buildings and all office services, ensuring it is safe, and at high standard, in managing the administrative functions of the Office team as well as maintaining the office database.
Responsibilities:
Building Management
• Oversees the daily workflow, schedules, and assignments of Guard team.
• Ensure the building signages, necessary instruction signages & safety signages are properly displayed.
• Conduct daily facilities walk, weekly housekeeping checks.
• Record and report all finding of breakdowns, health & safety risks
• Provide general oversight of maintenance activities to ensure school buildings are kept in good order and condition in consultation with Office Manager.
• Support OM to supervise and follow up with maintenance projects.
Asset Management:
Manage school asset portfolios, meeting rooms, classrooms, and other facilities.
• Coordinate with the Head Guard to manage asset movement records.
• Conduct administrative tasks related to property management services as required.
• Support Office Manager to ensure that the school has a full range of property.
• Follow up with Facility Management Request daily and make sure all requests are completed properly.
• Follow up with
purchasing staff about furniture & fixture orders, distribution & handover.
• Coordinate with accounting department to conduct inventory.
Gardening service supervision:
• Check the quality of gardening service to meet the school' standards.
• Handle requests/feedback relating to gardening service.
• Record all documents related to gardening contract.
Fire prevention
• Record all documents to ensure they are kept updated in accordance with requirements from local fire department.
• Coordinate with maintenance team to ensure the fire alarm systems and other fire suppression equipment are working properly.
• Support OM in organizing fire drills practices at school
Event set-up support
• Receive request & advise the event organizers with the setting-up layout if necessary.
• Coordinate with event organizers to support in terms of location, furniture, refreshment, and staffing.
• Liaising with technicians, IT department, guards, and cleaners to ensure the set-up are done as required.
Administrative functions
• Manage database, make reports as required.
• Arrange related inductions for new staff.
And other tasks assigned by Office Manager
On certain occasions, the Support Officer will be required to fulfil substitute when one of the members of Office Support Team is absent
