Assistant Manager, General Admin

Job Summary

At Suntory Beverage and Food Asia Pacific, we boldly move forward together to realize the dreams of becoming a world-leading next-generation global beverage company – you are an important part of this and here’s how your role helps us win.

The purpose of General Admin Manager is to provide administrative management and to ensure office activities and operations to secure efficiency and compliance to company policies. The role oversees the smooth running of our company’s offices and contributes in driving sustainable growth and responsible for the organisation and coordination of office administration duties and office procedures to ensure organizational effectiveness, efficiency and safety. The responsibilities of the role include but are not limited to the coordination of office procurement activities, facility management and renovation/refurbishment projects, health and safety, etc.

Job Responsibilities

The key responsibilities include

Facilities and Workplace/Office Management

• Responsible for office renovation, relocation, refurnishing if any, including the office space allocation, etc.
• Manage tenancy agreements, renewal and ongoing tenancy issues or contracts, etc.
• Maintenance and upkeep of the office - Manage subcontractors on maintenance, cleaning etc and coordinate services with building management and/or landlord.
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
• Oversee facility management matters such as fixed asset inventories, office access card, phone system, etc
• Maintain and renewal of service agreement for office equipment.
• Manage contract and performance of cleaning contractor, ensure the cleanliness of the entire office.
• Manage of Telco vendor and Phone System for the office
• Appointed as Fire Warder as well as ensure workplace safety are comply to.
• Any other Ad-hoc duties assigned.

Administration

• Maintenance of office reception, and ensure office are always clean and neat and as back up receptionist during lunch hours, as well as and when required.
• Perform reception duties (if required) such as sorting of incoming mails, arrangement of outing mail, including overseas mails and parcels.
• Onboarding support (phone, business cards, etc).
• Corporate management (i.e. hotel, airlines, Concur, etc)
• Work closely with Travel agent and ensure the best of service levels.
• Secretarial support (claims, travel booking) as required.

Expense and Budget

• Budget and actuals management P&C costs including labor cost, project costs, T&E costs, facility costs ).
• Monitor and plan on annual budgeting and expenditure.
• Work closely with IT BPR/Procurement for vendor creation/update.
• Comply with Purchasing Policy for all office purchases and agreement.
• Submission of invoices via Finance Readshot
• Ensure all P&C or Admin related invoices are submitted on time.
• Liaise with vendors or stakeholders on an ongoing basis for handling invoices, contracts and paperwork, supporting reconciliation needs.

Skills and Experience

The successful candidate will possess the following

Relevant Experience:

Functional / Technical Skills requirements: