Vice President - Office Administration

Salary undisclosed

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This is a Section Head role, and the incumbent is expected to be responsible for the following:

Office Administration

Facility Management

Strategic planning for transformation of office facilities
Responsible for office capacity planning and space allocation (e.g. meeting rooms, work desks, cafeteria and office equipment) by understanding users’ needs and translating it into good working environment in office
Work with department heads to accurately plan and estimate office seating requirements and manage hot-desking guidelines and usage
Ensures compliance with the Bank’s policies and relevant local regulations and requirements.
Ensures office design and facilities are in line with green initiatives (e.g office eco certificate, greenifying suppliers contracts)
To be mindful of user experience and aesthetics when managing office infrastructure and usage
Providing stationary, taxi cards, phones and other equipment service to staffs and other office administration tasks

Health and Safety

Implement and manage safety health and environmental processes including LPS, security systems (if appropriate), business controls processes, budget and planning processes, asset management including operations and maintenance processes, tenant services including Information Management Systems where required, interfaces with site Business Units and government/regulatory agencies, and any additional site-specific requirements.

Vendor Management

Maintains oversight and control of various vendors (for example, cleaning companies/tea ladies). This includes setting the expectations and standards of service delivery for vendors and ensure that such standards are followed through operationally.
Vendor and third party risk management
Establish procurement management framework and policies

Leases and contract management

Budget and cost monitoring for regular operations and projects.
Business Continuity Planning (BCP) activities (workplace safety, fire warden, safe management, etc): Work with the Operational Risk Management Section which is in-charge of the overall BCP framework.
Travel management: Oversees the team in developing and maintaining list of preferred hotels, airlines for corporate booking and support the travel booking arrangements for overseas visitors.

Project Management of Office Renovation

Lead and complete office renovation and ensure smooth transition to new set up
Maintain oversight of the office renovation project manager (if any) and provide direction and guidance on the project

Others

Continuous strategy planning and execution of cost control initiatives
Review corporate tie-ups for staff including for business travel (e.g corporate rates for staff benefit such as with food establishment around office area etc)
Events management: Providing technical training and support on office facilities usage
Management of senior executive secretaries
Establish Internal rule and procedures based on HO policies and regulation, and other specific needs of the bank

SWIFT Reconciliation

Job Requirements:

Bachelor's degree in business or any other related field
At least 12 to 15 years of experience in administration and operations management in banking industry/financial institutions
Proactive and solution-oriented mind set and eagerness to transform
Excellent communication and interpersonal skills
Excellent people management skills
Ability to work under pressure to meet tight deadlines