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- Meet and greet external visitors offering a warm and friendly welcome. Answer calls and directing appropriately or taking messages Accept deliveries and distribute them accordingly in the office
- Provide support with divisional courier shipments (FedEx & DHL)
- Dealing with repairs and regular maintenance, manage waste processes/contracts, and housekeeping staff
- Ensure all furniture and equipment is in good repair
- Keep meeting room and reception area stocked and tidy
- Renewal of annual maintenance contracts and action service reports including PAT testing, plumbing Availability on-call out of business hours to respond to emergency situations
- Ensure that consumables and sundry purchases are ordered and delivered on time Generate and maintain the purchase orders and vendor contracts
- Deal with supplier’s invoice discrepancies and non-conformances
- Conduct market research and compare costs and benefits when evaluating new vendors
- Ensure a safe, secure, and well-maintained facility that meets environmental, health, and security standards
- Conduct new employee inductions at the office Arrange relevant fire marshal and first aid training for onsite employees
- Conduct fire alarm roll calls Liaise with property management company on communal areas Provide internal H&S quarterly audit report
- Organise travel arrangements for overseas colleagues and customers including visa applications Consolidate office expenses and invoices, authorise and recharge accordingly Collate and provide monthly sales bullet report
- Provide weekly movement sheet and distribute to various locations Reconcile petty cash monthly and send the details to Finance, keep track of ad-hoc facility expenses
- Excellent communication skills, with a calm friendly and personable nature
- Minimum 3/4 years of experience with a similar role
- Strong knowledge of facilities management operations, purchasing, vendor negotiations, project management
- Proficient user of Microsoft Office
- A friendly helpful attitude and a natural relationship builder who is intuitive, empathetic and always keen and willing to help others
- Understanding of safety regulations within an office environment
- Sound judgement and the ability to think and act quickly and decisively during emergencies
- Excellent organisational ability, plans effectively and can manage time and tasks independently and efficiently
- Enjoys supporting a team to ensure that the office operates efficiently
- Works well in a high-intensity, constant changing environment
- Project management
