Office & Corporate Services Assistant Manager

• Leading multinational company
• Career growth and opportunities

About Our Client

Our client is a leading multinational FMCG company providing food products globally.

Job Description

Office Management:

• Provide daily general office support to ensure the office functions efficiently, e.g., office cleanliness, equipment in working order, etc.
• Monitor and re-stock of pantry, first aid box, company collaterals and office supplies (e.g., stationary, envelopes, pens, notebooks, etc).
• Check that all office equipment, including printers/copy machines and pantry appliances, are in good working order and work with vendors as needed.
• Provide support, as needed, in the onboarding process for new employees, including setting up workspaces, IT equipment, and necessary resources, e.g., email, business cards for employees.
• Support off-boarding of employees.
• Update office phone list.
• Assist in the management of company vehicles (e.g., building parking, road taxes, car registration, car insurance, petrol cards).
• Assist in the arrangements for meetings and employee events (e.g., townhalls, year-end/Christmas celebration, etc.), including room setup, IT requirements, and catering needs, as required.
• Manage Company corporate mobile phone plan including requests, cancellations, and support on the corporate mobile plan renewal.
• Supervise Security and Housekeeping personnel (Contractual, Project-based).
• Support on Car Service Management
• Petty Cash Management and Custodian

Facilities Management:

• Support in ensuring the physical condition of the office space regarding cleanliness, safety, and functionality.
• Coordinate with vendors and supervise any office repairs, maintenance, or approved enhancements.
• Provide office access passes (photo and physical cards) for employees and guests, as applicable and liaise with building management, if necessary.
• Access Cards and control management
• Asset management
• Locker management
• Support in emergency response procedures, fire drills, and compliance with building codes and regulations.
• Assist in the dissemination of announcements from building management, e.g., House Rules, Rental, Parking, etc.
• Support office fire drills as fire marshal.

Vendor Management:

• Purchasing of office supplies, equipment, software/hardware needs, etc.
• Liaise with Finance team to secure asset tags and preparing POs on SAP.
• Accreditation of New Vendors related to CSG concerns.
• Keep proper records of vendor contracts, terms, pricing and contract expiration dates and support renewals or new contracts as needed.
• Support in assessment of vendor performance and take follow-up actions.
• Support in the tracking of department's expenditure and budget, and highlight discrepancy, over-spending and propose seek cost-saving opportunities.
• Maintain and manage databases for all CSG related payables/ invoices
• Request for Payment (RFPs) management - SSC Coordination for timely payment processing of all CSG related payables.
• Manage concerns and ensure timely payment on utilities and other services, e.g., Ayala Land Inc., Smart, Lane Archive, OSLAI, EGSI, Royal Security, PhilData, Petron, PLDT, etc.
• Other responsibilities or projects may be assigned as needed.

The Successful Applicant

• Diploma in Business Administration or related studies.
• Experience in multinational company.
• Possess at least 5 years of administrative experience.
• Analytical, articulate, and comfortable working with all levels of the organization.
• Excellent communication skills
• Possessing ability to manage multiple tasks through effective time management.
• Ability to work with a variety of different cultures, will be integral to succeed in this role.
• Person will have to be detail-oriented with excellent problem-solving abilities.
• Self-motivated, responsible & can work independently as well as collaboratively.
• Ability to multitask and prioritize daily workload.
• High flexibility, proactive, strong sense of integrity and high learning agility.
• Proficient in Microsoft Office applications (i.e., Excel, Word and Powerpoint)
• Ability to manage and use meeting equipment e.g., zooms, teams, video conferences.
• Knowledge of SAP is an advantage.

What's on Offer

Opportunity to work in a multinational and multicultural environment.

Contact

Danica Mae Abante

Quote job ref

JN-042024-6409505

Phone number