Responsible for providing soft-services including mailroom operations and event support, and supporting reception, cleaning, finance, and ad-hoc services with the related vendor management.
[Duties & responsibilities]
Site Operations Management
Manage the inventory list on the system and support on purchase and distribution of office supplies
Business cards ordering and distribution
Employee badge printing, programming and distribution
Coordinate with mail and delivery services, including receiving and sending, packing if needed, courier address printing support,etc.
Managing lost and found items operation
Parking recommendations and supporting internal parking requests when necessary
Storage management (keep both the storage and corridor tidy and free of stuff, functional the space, inventory control- Admin consumables check in/check out)
Admin event support (Set up the space, Vendor check-in & out support, assist and attend if necessary)
Welcome kits and other gift distribution for employees as part of event support
Manage lockers in the office
Business support. Such as flower purchases for a business team, event support.
Plants vendor management
Pantry service support as required
Helpdesk. Receiving and resolving the workplace requests via Lark or other admin system.
Liaise with Building Management on requests for temperature adjustment (AC ventilation) where necessary
Assist in the implementation of Industry Best Practice operations
Conduct site inspections and assessments to ensure all building procedures and performance measures are always maintained
Set up SOPs and maintain to the latest version
Finance Management
Manage financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
Ensure prompt and accurate management of Budget/Purchase orders/Invoices
Vendor Management
Assist in the management of all contractors on both principal and agency management to ensure they perform to the required standards (including inspection of vendors' works)
Assist in the procurement of vendors and services as required
[Candidate Specification]
People Skills
Able to effectively communicate with any level of person in a client organisation in both English and Japanese
Able to resolve first line conflicts in regard to customer expectation and delivery
Customer service-oriented attitude
Proactive and positive attitude
Team player
Excellent interpersonal and communication skills, including understanding for the use of confidentiality and diplomacy
Ability to work in a fast-paced environment and meet deadlines
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