Office Manager - Singapore - ALSTOM

ALSTOM

Verified Company

Singapore

1 week ago

Posted by:

Wei Jie

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Description

Req ID:422560

Leading societies to a low carbon future, Alstom develops and markets mobility solutions that provide the sustainable foundations for the future of transportation.

Our product portfolio ranges from high-speed trains, metros, monorail, and trams to integrated systems, customised services, infrastructure, signalling and digital mobility solutions.

Joining us means joining a caring, responsible, and innovative company where more than 70,000 people lead the way to greener and smarter mobility, worldwide

Responsibilities

Facility

Ensure that the main office and project office facilities in Singapore are operating as it should be on a daily basis by completing daily inspections and communicating directly with decisionmakers to ensure that the business is running smoothly every day.
Complete frequent inspections and schedule preventative maintenance
To investigate, check and analyse reported breakdowns & faults to determine their cause for the prevention of future occurrence. Implement quality standards and procedure for preventive and corrective maintenance works.
Responsible to ensure the upkeep of all conference and meeting rooms such as stationery and refreshments etc.
Responsible for all the facility equipment such as printers, telephones, TV monitors/content and remote controls in the office are functioning smoothly including audio and battery replacement.
Responsible to manage the lost and found function at the office facility.
Responsible for the issuance, maintenance as well as all matters pertaining to company lockers.
Develop contingency plans regarding what needs to be done if certain situations occur, such as equipment breaking down unexpectedly.
Initiate forecast of the facility's upcoming needs and oversee any renovations, refurbishments, and building projects.
Plan for any necessary replacements and repairs, scheduling necessary maintenance and management tasks during the times that are least likely to disrupt the business and its employees.
To provide solutions for all onsite facilities management disciplines: Client relationship management, Minimizing of real estate operational costs, Performance reporting, Project Management, Budgets, Asset Management, HSE, and Equipment maintenance management.
Identify areas for greater efficiency and costsaving on the job, including office facility improvement works and ideas.

Security

Management/Update/Followup of Alstom security policy in the site.
Ensure compliance of any security measure implemented within the site with established Chief Security Office security policies.
Follow both the general security and social situation in the vicinity of the site.
Provide advice and recommendations to the site MD on security issues and ensure coordination with all security stakeholders (external and internal).
Create and maintain an effective local security network (security providers, security managers from other companies, authorities, local police,).
Edit and update the site security plan.
Report all security incidents to the site MD and to the Country security/manager/coordinator or Regional Security Director (depending on the organization) and ensure that all appropriate measures are taken in liaison with the police services.
Implement at site level rules to ensure economic security and protect sensitive information.
Anticipate and prepare all planned events on the site in liaison with internal stakeholders and public authorities/security forces (such as open days, public receptions ).
Anticipate and prepare VIP visits on site in liaison with internal stakeholders and public authorities/security forces.
Implement crisis management procedures at site level, according to the Group crisis management instructions.
Provide technical support to site sourcing department to select Private Security Companies.
Manage / Control and Assess the quality of the service provided by the security providers working on the site.
Liaise with HR to ensure that the Travel security procedures are known and applied.

Office Administration

Maintain a company calendar of important events at the office facility such as townhall, special celebrations and gatherings, hosting of customers or delegates etc including the setup of space and coordination of IT setup for such events.
Coordinator for all IT related topics for the facilities in Singapore main office and project offices.
Track, order and maintain general office supplies such as pantry snacks, beverages/condiments, office stationeries and printer toners/cartridges etc.
Act as backup for receptionist duties.

Undertake any other ad-hoc duties as and when required.

Educational Requirements