Assistant Manager, Finance & Procurement & FM support

About FWD Group

FWD Group (1828.HK) is a pan-Asian life and health insurance business that serves approximately 34 million customers across 10 markets, including BRI Life in Indonesia. FWD's customer-led and tech-enabled approach aims to deliver innovative propositions, easy-to-understand products and a simpler insurance experience. Established in 2013, the company operates in some of the fastest-growing insurance markets in the world with a vision of changing the way people feel about insurance. FWD Group is listed on the main board of the Hong Kong Stock Exchange under the stock code 1828.

For more information, please visit www.fwd.com

For more information about FWD Hong Kong, please visit www.fwd.com.hk/.

The Job

• Report to the Managers for the operations and reporting
• Manage and maintain facilities - related documentation
• Maintain strong relationships with internal clients, external suppliers and project teams
• Handle purchase orders and invoice processing for facilities expenditure
• Prepare tender documents and coordinate the tendering process, including vendor communications, bid evaluations and recommendations
• Support contract negotiations and service level agreements to secure favorable terms
• Monitor contract performance and ensure compliance with contractual obligations
• Organize vendor-related events and manage the award process
• Negotiate and execute contracts, subcontracts and framework agreements
• Maintain supplier database and manage onboarding documentation
• Execute procurement process in Oracle systems (PO creation, change orders, invoice checking, close out)
• Provide procurement support throughout the project life cycle
• Ensure compliance with procurement policies and upload process integrity
• Collaborate with cross-functional teams and regional/group stakeholders
• Manage vendor relationships and monitor service delivery against KPIs and SLAs
• Update and execute site SOPs with full understanding
• Assist to provide professional standard of facilities management (FM) including procurement and operational matters from Corporate Real Estate and Services (CRES) aspects of office and customer facing premises with cost effectiveness and operational efficiency
• Increase awareness of the team towards operational risk by reviewing existing/ developing systematic workflow and audit trails on security management
• Ensure all facility installations in compliance with statutory regulations including occupational health & safety
• Manage vendor relationships and monitor service delivery against KPIs and SLAs
• Coordinate with peers and outsourced teams/ vendors in delivering day-to-day facilities operations in a risk-free workplace
• Coordinate with internal and external parties to execute the full spectrum of facility management services such as repair and maintenance, cleaning, mailroom operation, hospitality services, building fabric & AV maintenance, security systems (access control & CCTV surveillance), telephone line services, event etc.
• Oversee end-to-end procurement processes for facilities supplies and services (including vendor sourcing, onboarding in compliance with internal procurement policy and procedures
• Assist in budgetary preparation and expense tracking and recommend cost saving measures
• Develop, co-ordinate and promote effective ESG/ sustainability initiatives to reduce company's impact on the environment, society and economy including data collection & reporting
• Assist to manage minor restack and desk move projects and contractual matters
• Support and coordinate FM business continuity plan and perform emergency duty outside working hours as necessary
• Handle ad-hoc tasks assigned by superiors
• Supervise on the sub-team performance, including monitoring, evaluation, coaching, training, team building etc. activities, to build an efficient-working team
• Critical analysis supports team and individual performance, establishing and execute for development plans and feedback via improvement plans
• Assist to motivate and cultivate the team to be behave in alignment with the FWD company values

The Person

• Degree preferred in Facilities Management, Purchasing, Supply Chain Management, Construction Management, or a related business disciplines
• With 5+ years' of experience in procurement and supply chain, preferably in engineering, construction, or project-based industries
• Possess experience to manage office space portfolio of 100,000 sq. ft. or more in multiple locations
• Sound experience in supervising 3rd party vendors & people management
• Fluency in Chinese and English business communication, both verbal and written (Mandarin is a plus)
• Technology savvy but not limited to MS Office applications
• Technical knowhow, good sense of market knowledge from FM & procurement perspectives
• Familiarity with procurement platforms such as SAP or Oracle in an advantage
• Knowledge in relevant statutory regulations/ ordinances/ code of practice
• Analytical skills and problem solving with critical thinking
• Strong negotiation and supplier relationship management skills
• Work independently, self-motivated & proactive, be responsible and think ahead, able to manage to work under pressure and prioritize assignments
• A detail oriented, confident and with innovative thinking ("Dare to be Different")
• Strong commitment to deadline, always motivate peers & respectful to others
• Effective communication and interpersonal skills
• Effective incident management & reporting skill
• Willing to accept challenges & adapt to changes

We offer 5-day work, 20-22 days annual leaves, excellent learning & development opportunities and an attractive package to the right candidate.

Information collected will be treated in strict confidence and used solely for recruitment purpose. The company will retain all applications no longer than 24 months of which will be destroyed thereafter. When there are vacancies in any of our subsidiaries, holding companies, associated or affiliated companies of, or companies controlled by, or under common control with the Company during that period, we may transfer your application to them for consideration of employment. We are an equal opportunity employer. We do not discriminate on the basis of race, sex, disability or family status in employment process.