Office Services & Property Management Assistant Manager

Report to: Head of Service & Operations

Job purpose: Manages and oversees the daily operations of the office services team. Develops procedures and policies for the delivery of office services such as document processing and retention, mail and messenger, office equipment, supply requisitions, and facilities maintenance that meet the needs of the company.

Key duties/Responsibilities:
Strategy formulation:
- Advice/Recommend for Management Team on premises and network expansion.
- Prepare annual CAPEX and OPEX budgets.
- Find opportunities for cost reduction and optimize utilization
- Setup HSE and security standards
- Setup property management standard, setup property SOP for smoothly handover, operation or closing property
- Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers
- Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
- Ensure that results are measured against standards, while making necessary changes along the way
- Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise
- Build good relations with all related parties.

Project Management:
- Lead and manage of all major fit out/construction/relocation projects.
- User requirements gathering and sign-off.
- Preparation of Lease Memo/proposal
- Preparation of tender documents including scope of works.
- Analysis of tenders and negotiations.
- Design and changes approval, especially changes on site
- Contribute effective technical supports and solutions to the execution plans/ activities of premises expansion and maintenance
- Control qualities and progress of each office development project
- Work closely with property brokers, landlords, designers, fit out vendors, maintenance vendors and other relevant parties to work out best way out for each situation;
- Signing-off of defect list and site handover from vendor.
- Move in users and handover to staff/local management.
- Process follow-up tasks, such as authorize payment of retained project fee.
- Ensuring that facilities meet government regulations and environmental, health and security standards
- Advising businesses on increasing energy efficiency and cost-effectiveness
- Overseeing building projects, renovations or refurbishments
- Helping businesses to relocate to new offices and to make decisions about leasing
- Drafting reports and making written recommendations

Operations Services
- Managing office facilities
- Train/ supervise junior staff as required.
- Performs other responsibilities and duties periodically assigned by immediate manager in order to meet business requirements.
- Perform review and analysis of special projects and keep the management properly informed
- Determine current trends and provide a review to management to act on
- Prepare operational reports and schedules to ensure efficiency
- Monitor and maintain office supplies inventory
- Review and approve office supply acquisitions
- Maintain a safe and secure working environment

- University Degree Economics/Trade/Finance/Banking/Insurance/Technology/IT
- Preferably with LOMA fundamental & PMP qualification.

Working experiences:
- At least 03-05 years in related insurance experience and office service management;
- Proven office management, administrative or project management experience

Competencies:
- Knowledge of office management responsibilities, systems and procedures;
- Customer service oriented & Good knowledge of MS Office applications;
- Good interpersonal and communication skills (oral & written);
- Good time management skill, and able to prioritize work to ensure efficiency;
- Has a positive attitude and is a fast learner;
- Able to work under high pressure environment and able to work independently as well as in a team;
- Ability to process requests with accuracy and deliver within service standards;
- Willing to take on additional responsibilities/task when assigned.
- Knowledge of accounting, data and administrative management practices and procedures
- Knowledge of business and management principles.

- Thu nhập cạnh tranh dựa theo kết quả kinh doanh; Chế độ bảo hiểm cho gia đình; Nghỉ phép 14 ngày
- Cơ hội đào tạo: đào tạo chuyên nghiệp liên tục
- Văn hóa làm việc: đánh giá cao sự năng động, linh hoạt, tinh thần đồng đội và lành mạnh

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