General Affairs cum Receptionist - 1 Year Contract
Job Description
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JOB PURPOSE:
To assist Head of HRGA in managing the Bank’s day-to-day activities on office facilities and administration.
PRINCIPAL ACCOUNTABILITIES:
Facility Management & Compliance
Manage daily operations such as the management of service requests and liaising with building landlord/ vendors for any facility management tasks
Liaise with contractors/ vendors on renewal contracts and quotations; rectify issues, defects and any concerned areaswithin the facilities
Ensure appropriate follow up with contractors/ vendors such as outstanding issues and any other operations needs
Security Access Management including Door Access card control, daily review of surveillance camera & entry pass platform
Monthly submission of security access report
Premises Security and yearly check of extinguishers and hose reels
Budget Tracking for OPEX, CAPEX and Welfare to ensure no overspending
Office Administration
Fixed Assets Inventory Control, manage Meeting Room booking system and Management Reporting
Custodian of all office keys and maintain regular updates of office keys list
Central controlled on Memo Request serial number and maintain up to date Memo Log
Central contract storage for all contracts signed with external parties
Arrangement & renewal of corporate car rental and Season Parking
Review & renew General Office Insurance policies
Provide solution and to assist in implementation of staffs requirement on new equipment and etc.
Oversea colleague’s requirement, such as Hotel etc.
Maintain SG Branch Staff Listing, seating plans, access card control list and telephone list updates
Co-ordinates offsite document storage
Support yearly orders to HQ in-charge (e.g. Planner and Diary, Lunar New Year Card and Red packets etc.)
Support orders for festive occasions, e.g. Mid-Autumn Festival, Christmas
Reception Roles
Handling of all in/out postage, courier services and distribution of letter/newspaper/mails
Attending of visitors and prepare drinks
Housekeeping of reception and meeting areas
Staff on/off boarding activities including creation using IT System Request , set up work desk with stationery, name card printing, ensure desks are clean and ready for staffs
PDPA Collection (Vendor/Staff/3rd Party)
Submission of monthly postage franking report, maintain sufficient fund and supplies
Bi-monthly order of stationery, printing documents and pantry supplies
Co-ordinates of any needs of printing for staff (company letterhead/name cards/envelops)
Filing and verification of invoices/contracts for all orders done (couriers/stationery/printing/etc.
Lodge feedback to management of Asia Square Tower forfaults, Aircon extension etc.
Ensure the reception area, meeting rooms, and pantry are clean, well‑maintained, and fully prepared to receive guests at all times.
Staff Welfare
Support on company events and staff welfare activities such as such as Dinner & Dance, Team Building, webinars, roadshows, ordering of flowers for staff (e.g. baby new born / Wreath) etc.
OTHER ACCOUNTABILITIES:
Others tasks given by Head of HRGA
KEY COMPETENCIES:
Excellent organization skills
Good communication skills, written and oral as well as inter-personal skills.
Good team player
Role required to attend to Mandarin speaking stakeholders