Job Objective

To provide office administration support and quality services to effectively facilitate the business processes as per defined quality standards.

Key Accountabilities

Policies, Systems, Processes & Procedures

Lead the effective implementation of General Services Department policies, procedures and controls covering all areas of assigned department activity so that all relevant procedural/legislative requirements, fulfilled while delivering a quality, cost-effective service.

Continuous Improvement

Lead the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Reporting

Ensure that all reports are prepared timely and accurately and meet ADX requirements, policies, and quality standards.

Job Specific Responsibilities

Office Management:

Maintain the schedules relating to the use of facilities, including client area, board rooms and VIP area, meeting rooms, work cafe, stores, and others to support requests in a timely manner.

Provide support for the effective arrangements for housekeeping and catering requirements as per quality standards.

Plan and manage the provision of office services and administrative support such as mail service, telephones, office space planning, stationery and, Work Cafe equipment & supplies, printing, and photocopying.

Coordinate with the Health, Safety and Environment (HSE) team and premises owner to conduct fire drills and other safety and security initiatives to qualify the offices and comply the policies and standards.

Handle the assigned petty cash, keep Logs and records of all invoices, and maintain a proper petty cash scheduling system.

Arrange the office supplies and ensure that respective orders to the suppliers are placed in-time to avoid any shortages or disruptions.

Administer access for, and supervise, third party vendors, maintenance staff (e.g. pest control, plants maintenance), cleaning staff and the catering company to ensure adherence with service level agreements.

Handle event management activities, upon request, such as supporting, setting-up and coordinating events, conferences, and exhibitions.

Manage office management activities such as handling all entry and work permit within the offices and the issuance and cancelation of all access card and parking passes.

Filing and Documentation:

Check completeness and accuracy of all files and applications, liaising with the relevant parties, to ensure that documents received are error free.

Develop, establish, and maintain an effective archiving system.

Oversee document control activities to manage the safe storage of files and papers.

Maintain a systematic filing system of documentations pertaining to the office to facilitate future referencing and ensure easy accessibility for the team.

Profile Description

Bachelor\xe2\x80\x99s degree in Business Administration, Management, or any other related field.
2 years of relevant experience in General Services.

Skills Required

Star Services