CTBC Bank, Singapore Branch

Your Career Our Future

JOB PURPOSE:

To assist Head of HRGA in managing the Bank’s day-to-day activities on office facilities and administration.

PRINCIPAL ACCOUNTABILITIES:

Facility Management & Compliance

• Manage daily operations such as the management of service requests and liaising with building landlord/ vendors for any facility management tasks

• Liaise with contractors/ vendors on renewal contracts and quotations; rectify issues, defects and any concerned areaswithin the facilities

• Ensure appropriate follow up with contractors/ vendors such as outstanding issues and any other operations needs

• Security Access Management including Door Access card control, daily review of surveillance camera & entry pass platform

• Monthly submission of security access report

• Premises Security and yearly check of extinguishers and hose reels

• Budget Tracking for OPEX, CAPEX and Welfare to ensure no overspending

Office Administration

• Fixed Assets Inventory Control, manage Meeting Room booking system and Management Reporting

• Custodian of all office keys and maintain regular updates of office keys list

• Central controlled on Memo Request serial number and maintain up to date Memo Log

• Central contract storage for all contracts signed with external parties

• Arrangement & renewal of corporate car rental and Season Parking

• Review & renew General Office Insurance policies

• Provide solution and to assist in implementation of staffs requirement on new equipment and etc.  

• Oversea colleague’s requirement, such as Hotel etc.

• Maintain SG Branch Staff Listing, seating plans, access card control list and telephone list updates

• Co-ordinates offsite document storage

• Support yearly orders to HQ in-charge (e.g. Planner and Diary, Lunar New Year Card and Red packets etc.)

• Support orders for festive occasions, e.g. Mid-Autumn Festival, Christmas

Reception Roles

• Handling of all in/out postage, courier services and distribution of letter/newspaper/mails

• Attending of visitors and prepare drinks

• Housekeeping of reception and meeting areas

• Staff on/off boarding activities including creation using IT System Request , set up work desk with stationery, name card printing, ensure desks are clean and ready for staffs

• PDPA Collection (Vendor/Staff/3rd Party)

• Submission of monthly postage franking report, maintain sufficient fund and supplies

• Bi-monthly order of stationery, printing documents and pantry supplies

• Co-ordinates of any needs of printing for staff (company letterhead/name cards/envelops)

• Filing and verification of invoices/contracts for all orders done (couriers/stationery/printing/etc.

• Lodge feedback to management of Asia Square Tower forfaults, Aircon extension etc.

• Ensure the reception area, meeting rooms, and pantry are clean, well‑maintained, and fully prepared to receive guests at all times.

Staff Welfare

• Support on company events and staff welfare activities such as such as Dinner & Dance, Team Building, webinars, roadshows, ordering of flowers for staff (e.g. baby new born / Wreath) etc.

OTHER ACCOUNTABILITIES:

• Others tasks given by Head of HRGA

KEY COMPETENCIES:

• Excellent organization skills

• Good communication skills, written and oral as well as inter-personal skills.

• Good team player

• Role required to attend to Mandarin speaking stakeholders