Facilities & Office Manager

About the role

The role of the Office & Facilities Manager is to ensure that the admin support function, office operations and facilities for the office run smoothly at all times. The successful incumbent will: - Be responsible for the day-to-day delivery of a high level of office support and guidance, and delivery of global projects. - Be responsible for Information Security and Data Protection in line with our requirements under ISO Accreditation 27001 for the office. - Lead and coordinate office move and relocation project, serving as the primary point of responsibility throughout the process. - Work closely with all Partners and Managers of the office. DUTIES &RESPONSIBILITIES This role is the primary manager for the Office Admin and Facilities team and may delegate the tasks set out as appropriate but hold ultimate accountability for delivery of outcomes. General Office Management - Manage all office expenses to budget. - Manage absences for the office services team to ensure there is appropriate coverage during the office opening hours and as needed at special events. - Manage absences for secretaries and ensure there is appropriate cover for partners(i.e., arrange leave cover with existing secretaries or consult with HR regarding additional temp/perm cover). - Maintain a register of all firm memberships/licenses that staff and partners belong to in consultation with the partner responsible and MBD (i.e., SAL, LSRA, etc.). - Organise annual health screening and flu vaccination including any other health and wellbeing initiatives the office adopts. - Organise quotes for office related expenses when requested in line with budget. - Approve invoices in invoicing platform Onventis for office supplies as approved by the budget holder. - Arrange for the delivery of sympathy wreath and get-well basket to support affected employees. - Organize and take stock of merchandise for the Singapore office such as stationary, umbrellas, notebooks, etc. for new joiners and office visitors. - Other adhoc activities Facilities Management - Ensure physical security of the building is maintained via appropriate access control and notifying building manager immediately if lost/stolen access cards are reported and ordering new cards as needed. - Record all changes for access cards in the door access system. - Maintain a detailed spreadsheet tracking all access cards, listing each keycard number along with the assigned individual. This includes all temporary passes assigned to visitors entering the office. - Liaise with project manager when office renovations are in progress and notify employees and partners as needed. - Oversee the appointment and visibility of fire wardens, first aiders, and mental health first aid officers across all office levels, ensuring the office is informed of their identities. - Monitor and facilitate the renewal of certifications for first aid and mental health first aid officers, including arranging necessary trainings. - Ensure fire wardens actively participate in all scheduled building emergency drills. - Confirm that the designated team member conducting induction walkthroughs properly highlights key safety features to new employees, including fire exits, first aid and AED facilities, and emergency evacuation points. - Responsible for maintaining the cleanliness of all equipment in the pantry and common areas including coffee machines, microwaves, fridges and tabletops. - Proactively walking through all bathrooms in the morning to ensure cleanliness and escalating any issues to the building management. New user set up and leavers - Collaborate with HR to help prepare for upcoming new starters. Manage the issuing of welcome packs, pedestals with new stationery, access cards, solicitor stamps and business cards if appropriate, and ensure cleanliness of desks and other equipment (chairs, monitors etc.). - Removing leavers as required. - Responsible for maintaining an updated floor plan and keeping copies of historic changes. - Collaborate with the appropriate Partners to identify what subscriptions are needed for the new employee and arrange training through HR. Supplier management - Responsible for SLA's and maintaining all documents in accordance with ISO requirements. - Perform yearly evaluations of all service providers to verify service delivery aligns with contractual agreements and assess ongoing necessity for each service. - Meet with suppliers to understand their offering and organize a minimum of 3 quotes when identifying a new supplier to engage and ensuring it's aligned with the Purchasing Policy, the Modern Slavery policy and any other applicable policies. - Accountable for overseeing external service providers, including office cleaning, door maintenance, building management, etc. Travel - Stay informed of updates to the Global Travel Policy and ensure employee compliance through regular communication, monitoring, and guidance. - Respons

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Company Intel

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