Key Responsibilities:Facility Management:
- Facility Operations:
- Oversee the daily operations and maintenance of office facilities, ensuring they are functional, safe, and well-maintained.
- Coordinate with internal teams and external vendors for building maintenance, repairs, and upgrades.
- Maintain cleanliness and hygiene standards within office areas, including managing housekeeping and cleaning services.
- Vendor & Contractor Management:
- Manage vendor relationships, including suppliers of office equipment, furniture, and maintenance services.
- Negotiate and manage contracts, ensuring timely delivery and cost-effectiveness.
- Ensure vendor performance meets service level agreements (SLAs).
- Health & Safety Compliance:
- Ensure the office complies with all local health, safety, and fire safety regulations.
- Maintain emergency response procedures and conduct drills (e.g., fire evacuation drills).
- Office Supply & Inventory Management:
- Monitor and maintain office supplies (stationery, printer ink, etc.), ensuring efficient inventory levels.
- Order and restock supplies as needed to avoid disruptions in daily operations.
Logistics Management:
- Transportation & Shipping:
- Coordinate transportation logistics for staff, clients, or goods as required.
- Manage shipping and receiving of goods, ensuring timely deliveries and proper documentation.
- Ensure cost-effective transportation solutions for internal and external logistics.
- Event Coordination:
- Plan and coordinate logistics for company events, meetings, and conferences, including arranging transportation, materials, and accommodations.
- Manage setup and breakdown for events, ensuring everything runs smoothly.
- Coordinate catering services, equipment, and other logistics needs for corporate functions.
- Inventory & Asset Management:
- Manage office and IT equipment, ensuring proper tracking and documentation of assets.
- Coordinate logistics for moving and distributing office equipment and furniture.
- Maintain an updated database for asset management and monitor usage.
Administrative Support:
- General Administration:
- Provide general administrative support for the office, including maintaining filing systems, handling communications, and scheduling meetings.
- Manage office space bookings and oversee room setups for meetings and events.
- Budgeting & Cost Control:
- Assist in managing the budgets for facility operations, logistics, and office supplies.
- Track expenses related to office maintenance, logistics, and events, ensuring adherence to budget.
- Document & Record Management:
- Maintain accurate records of facility and logistics-related activities, including service contracts, inventory logs, and event details.
- Ensure that all logistics-related documents are filed properly and easily accessible.
