What this job involves:
*HARD SERVICES:
[Facility Repairs & Expansion & Management]:
1. Manage facility maintenance tasks including but not limited to carpet cleaning, annual deep cleaning, upkeep and repairs of coffee machines, kitchen appliances, air filter systems, copy machines, and electrical panels.
2. Conduct regular assessments and implement measures to improve air quality, water quality, and overall environmental conditions within the facility.
3. Assist in facility expansion initiatives by providing project management support. Collaborate with stakeholders, contractors, and vendors to ensure execution.
4. Oversee waste management activities, including proper disposal and recycling procedures; take charge of asset management responsibilities, including conducting inventory checks, and implementing effective label systems.
[Security and Safety Management]:
1. Oversee security management protocols, including building access control and key management systems.
2. Coordinate and maintain comprehensive EHS programs, ensuring compliance with local regulations and industry best practices (i.e. first aid supply, fire extinguishers, building drills, fire equipment check... etc.)
[Contractor and Vendor Management]:
1. Manage relationships with contractors and vendors to ensure the timely and effective delivery of services, including but not limited to water dispenser maintenance, office cleaning, disinfection, and appliance maintenance.
*SOFT SERVICES:
[Administrative Duties]:
1. Provide reception services, including greeting visitors, managing incoming calls, and directing inquiries to the appropriate staff members.
2. Ensure an adequate supply of stationary materials for day-to-day operations, coordinating orders, and inventory management; manage the purchase, inventory, and distribution of SWAG.
3. Generate purchase orders accurately and efficiently, tracking and reporting actual spending against budget allocations.
4. Coordinate and oversee the printing and distribution of name cards; streamline the mailing process, handling both inbound and outbound mail.
5. Collaborate with internal stakeholders to plan and arrange seating arrangements, including updating floor plans and layouts to accommodate changes.
[Vendor Service & Lease Management]:
1. Manage real estate portfolios, including frequent status updates and effective contract management; Facilitate lease and contract extensions, renewals, and new acquisitions.
2. Oversee the process of business contract and service signing. Coordinate with legal teams and vendors to draft and finalize agreements.
3. Ensure compliance with company policies and legal requirements.
[Facilities Maintenance & Logistics & Operations]:
1. Janitorial management: supervise and oversee the daily cleaning operations for the office premises; coordinate regular clean-up schedules; plan and manage annual deep cleaning initiatives.
2. Coordinate with professional service providers to conduct regular disinfection of office spaces and high touchpoint areas; collaborate with pest control companies to proactively address any pest-related issues; implement and maintain rigorous COVID-19 protocols.
3. Manage and replenish pantry supplies, including coffee, tea, milk, and other refreshments.
4. Implement cost-effective courier solutions and negotiate favorable terms with service providers.
5. Support internal communications initiatives by disseminating company-wide announcements and updates.
[Events and Hospitality]:
1. Coordinate and manage meal orders and arrangements, including lunch, dinner, and event support.
2. Oversee the purchase and distribution of holiday gifts, while aligning with company values and budgetary constraints.
