Manager - General Administration

Job Purpose

Responsible for assisting the availability of efficient and effective support services to allow the other operations to function properly and meet internal customers' expectations in a seamless and efficient manner in accordance to the approved guidelines, policies & procedures of the Bank, including all branches.

Key Responsibilities

1. Management of Administration Services
   
   - Effectively communicate and provide administration support to all Bank staff, including branches. 
   
   - Execute day to day operations and continuously look for ways to improve processes and procedures, in order to achieve customers' satisfaction, cost optimization and turnaround time.
2. Office Building Management
3. Assist toMonitor, manage and record of OSK parking card record from time to time.
4. Hostel Management (Bank owned/ Lease)
5. Act as contact point for staff hostel request, manage and arrange staff move-in/ move-out matters including but not limited to 宿舍人物品, hostel access card, lift access card, parking card, and hostel fixed asset management (purchase/ tagging/ repair & maintenance, disposal/  write-off).
6. Inventory Management
7. Monitor and arrange inventory of office stationary, pantry and toilet paper supplies.
8. Admin Vendor Management
9. Assist to liaise, arrange, and manage Admin-related vendors including but not limited to car rental, recycle, multifunctional photocopier, courier, telco, cleaning, travel agent, hotel panel, landscape, petrol, Touch n Go, TNB, etc.
10. Non-IT Fixed Asset Management
11. Assist in monitoring, managing, recording, tagging, keep tracking and maintenance, repair of non-IT fixed asset from time to time, including disposal and reconciliation.
12. Company Car Management
13. Assist to ensure company cars are well maintained at all time and manage the vehicle usage record on a timely basis. Assist in procurement and disposal of company car as and when required.
14. Office Subscriptions
15. Coordinate newspapers or magazines subscription from BOC group or third party service providers as and when required.
16. Payment Management
17. Assist to prepare and administer of Admin-related payments for corporate invoices from receiving of invoices to payment to ensure all payments are processed in accordance to internal procedures/ guidelines/ practices, within the set timeline and with no disruption to critical services at the Bank.
18. Office Documents Management
    
    -Assist in managing Admin-related records/ documents for ease of reference and ensure admin-related information are recorded in a uniform manner.
19. Company Event Management
    • Assist to plan, arrange and manage of Bank's events or activities e.g. annual dinner, team building, exhibition, etc.
20. ESG Matters
    • Manage, plan, and record of ESG related activities, including attend internal discussion as and when required.
21. Administration Procedures, guidelines & Policy
    
    -Monitor and ensure administrative & operations adhere to internal policies, processes, and procedures.
    • Perform other duties and / or ad-hoc project as assigned by the superiors from time to time.
22. Agreement / License / Statutory Payment
    • Assist in renewal of business-related licenses and payment from time to time.
    • Act as an administer and assist in managing, monitoring of admin, building, and tenancy-related agreement, including renewal and selection of vendors.
23. People Management & Cost Management
    
    - Assist to monitors, evaluates, and coaches performance of drivers.
    • Assist to provide budget information and assist in forecasting requirements as and when necessary.
    • Assist in controlling and monitoring budget for administration operations or projects.
    • Assist to coordinate, reconcile statement of accounts of administration services and review of operational cost from time to time for cost cutting targets.
24. Project & Procurement Management
    
    - Assist in administration related projects as and when required.
    • Assist in planning to support execution of tests and rollouts of projects/ enhancements.

Requirements & Skills

1. At least 5 years of administration experience with driver supervising experience. Preferably in banking industry with some project management experience.
2. Qualification: Bachelor's Degree in Administration/ Business Management/ Accounting/ others related qualification and background. Relevant/ adequate experience will be considered.
3. Competency and Skills
4. Knowledgeable in travel and accommodation practices
5. Knowledgeable in the types of office equipment and suppliers available in the market
6. Solid understanding of budgeting and statistical data analysis.
7. Excellent communication and interpersonal skills.
8. Outstanding organizational and problem solving skills.
9. Committed and reliable.
10. Strong sense of responsibility and urgency.
11. Proficiency in Mandarin preferable.