Admin and Workplace Executive

Job description / Role

Job responsibilities:

Administrative/office support:

• Provide excellent and delightful service to employees and guests; assist with inquiries and requests
• Anticipate needs, respond promptly, maintain positive customer service experience at all times
• Prompt and accurate data upload and update (e.g. monthly scorecard, workspace management, service request tickets)
• Represent Admin & Workspace Team as the single point of contact to provide administrative/event support
• Manage relationship with office vendors (e.g. cleaners, office assistants, deliveries etc.)
• Responsible for the purchasing of goods and services. Order and replenish office and pantry supplies
• Review vendor contracts and proceed procurement through cost-effective bids and negotiate with suppliers to meet quality, delivery, and cost objectives
• Maintain accurate report/tracker of office inventory and property/equipment records
• Assist HR and IT in new hire onboarding process (assigning workstation, business card ordering, provide card access keys etc.)
• Employee contact list update
• Maintain a professional and tidy office, responsible for smooth daily office operations
• Participate in newsletter publication with HR OC or related tasks
• Prompt and accurate data update/creation (e.g. scorecard, workspace management, iService tickets)
• Responsible for monthly and annual budget development; analysis and actual expenditure
• Responsible for prompt payment, avoid late payment penalties
• Ensure no service/work without purchase order issuance
• Serve as liaison for building management office

Events:

• Responsible for planning and execution of events and festival celebrations from conceptualization of theme/activity to planning and execution
• Coordinate and facilitate event logistics including liaising with vendors and participants
• Close collaboration with HR and OC (Organizational Culture) teams
• Document accurate report/tracker of event timeline, milestone and cost elements
• Responsible for event promotion and publicity through media channels such as newsletter, poster, digital screens etc.
• Work with Survey Team to ensure prompt dissemination of event survey. Follow-up with feedback received and close gaps if any

Travel:

• Provide travel assistance, advise on travel arrangements including air tickets, hotel reservations, local/ground transportation, car rental, travel visa applications etc. and offer informed and insightful recommendations
• Listen and lead the conversation to solve problems in a timely manner
• Work closely with appointed Travel Vendor to ensure smooth ticketing experience

Others:

• Support other team members of the Admin & Workspace Team as and when required
• Ready to take on additional roles and responsibilities when assigned

Requirements

• Customer-focused, service oriented, excellent team player and possess good problem-solving skills
• Fun-loving, enjoys organizing events and office activities
• Good with numbers (budget, cost control) and documentation control
• Ability to multi-task with strong prioritization skills
• Calm flexible approach in handling pressure and deadlines
• Fluent English speaker with strong communication skills
• Proficient in Mandarin is preferred as the role will need to communicate with the team in HQ China
• Professional certificate/degree with minimum 2 years of experience

About the Company

We lead in the creation and delivery of innovative workforce solutions and services that enable our clients to win in the changing world of work.

ManpowerGroup powers the success of many of the world's most dynamic organizations. We deliver innovative workforce solutions that enhance competitiveness, increase efficiency and spur productivity. Combining global reach with local expertise - 3600 offices in over 80 countries - we know the changing world of work and bring a deep understanding of the companies we work for and the industries we service.

ManpowerGroup entered the Middle East in December 2007 after acquiring local company Clarendon Parker, thus bringing 15 years in-depth local knowledge combined with a global footprint and industry shaping expertise and thought leadership. Manpower Middle East supports clients in the Middle East and North Africa regions. Our business is aligned to key skill specializations to ensure our clients requirements are met by expert and knowledgeable consultants that understand your industry and role requirement.

Our consultants are experts in finding the right talent across all industries in a broad-range of occupations including:

• IT & Telecommunications
• Engineering & Construction, Oil & Gas
• Banking, Finance & Legal
• Sales & Business Development
• Marketing, Public Relations & Communications
• Human Resources & Training
• Customer & Support Services (Secretarial and Administrative)
• Operational, Supply Chain & Logistics
• Executive Recruitment
• Emiratization Solutions
• Recruitment Program Outsourcing Solutions
• Managed Service Provider Solutions
• Talent Based Outsourcing Solutions
• Outsourced Staffing Solutions