Assistant Manager, Facilities Management and General Administration

Primary Purpose

The Assistant Manager, Facilities Management and General Administration will be responsible for the full spectrum of Facilities Management, General Administration, and supports Corporate Communication within Olympus Singapore office.

Key Accountabilities

General Administration

• Supervise the day-to-day operations of the administration department.

• Develop, review, and improve all administrative systems, policies, and procedures.

• Work with the accounting and management teams to set budgets & monitor expenses.

• Travel, Flight, Hotel, Transport and Vendor management.

• Procurement of company property insurance, general liability insurance and business-related insurance.

• Management of indirect expenses with cost analysis to ensure cost-effectiveness is achieved.

• Improve and enhance general administration processes through close engagement with all external & internal stakeholders.

• Close business partnering with all business units and functional HODs.

• Support internal and external meetings to ensure effective communication within OSP.

• Support HR-driven employee engagement programs, benefits, and activities, including orientation, on/off boarding etc.

• Expatriate management and arrangement

Facilities Management

• Full spectrum of facilities management, ensuring the office is stocked with necessary supplies, all equipment is working and properly maintained, and the office space is effectively utilised.

• Management of mailbox, courier, delivery, guest records, and staff queries related to facilities.

• Liaison with building management/landlord and control for all leasing matters.

• Responsible for security access of the office premises.

• Firmwide office facilities and MEP asset management and maintenance.

• Responsible for office cleaning and pest control, and their related audits.

Corporate Communications

• Lead, support and manage all OSP corporate communications.

• Responsible for coordinating communications within OSP.

• Identify, develop, and execute communications strategy for key media.

• Manage and develop content for OSP internal platforms.

• Control communications collateral in accordance with global branding policy.

• Support company-wide meetings and events with slides and media presentation.

Workplace, Safety and Health

• Manage company security and safety such as first aid supplies, door access system, alarm system and co-ordinate fire drill.

• Manage the development, implementation, maintenance, and regular review of the company Workplace Safety and Health procedures and policies.

Inherent Requirements

Formal Qualifications

• Minimum Diploma

Key Skills / Core Competencies

• Strong problem-solving, critical thinking, coaching, and interpersonal skills.

• Ability to plan and track multiple projects and deadlines.

• Proactive, meticulous, multi-tasker, and able to respond well under pressure.

• Ability to work in a fast-paced environment.

• Strong organizational skills.

• Experienced in organizing and managing events.

• Strong verbal and written communication skills.

Experience

• At least 4-5 years of relevant experience in facilities management, general administration & people management.