Join us as Office Manager at AIA Investment Management!

We are seeking for an Office Manager to manage facilities services and oversee company's office spaces and equipment to ensure a secure, safe and functional working environment. The incumbent will plan and execute projects relating to office space requirements and maximise utilization. In addition to reviewing and implementing policies and procedures to improve operational flow, the Office Manager will also coordinate with internal and external resources, including third party management vendors, to ensure efficient and effective delivery of logistics and support services.

Responsibilities

• Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence and managing file systems
• Responsible for the issuance and termination of security access cards or allocation of access codes to users/ agents
• Oversee and maintain office supplies and equipment for uninterrupted function - identify needs and acquire supplies, manage vendor relationships, and coordinate supplies deliveries
• Manage all aspects of space/infrastructure planning and design of office layout (including moves, additions, changes to workstations) and provide answers, resources, and solutions when required
• Responsible for the daily operation, supervision and maintenance of facilities/equipment/assets and supervision of the works done by the service providers/contractors
• Responsible to handle/co-ordinate all user's requests/complaints on matters relating to maintenance, acquisition, transfer and disposal of office equipment/ furniture including administrative work to prepare capital expenditure budget and purchase requisites, issue purchase orders, process payment and charge/ apportion/ bill to user department's operating expenses
• Responsible for maintaining/updating of proper records/inventory of all user department's asset/equipment including stock check on company's fixed assets
• Responsible for procurement of leases, all asset and facilities management related services contracts/goods, including preparation, review and negotiating contract documents
• Manage all service providers' performance and take appropriate actions
• Manage office improvement, renovations and retrofitting works including budgeting, tendering, supervision and co-ordination between users, contractors and building consultants/authorities, and procurement of equipment/ furniture/ facilities within budget and timeframe.
• Conduct risk assessments and implement mitigating measures
• Support company's business continuity program

Requirements

• Bachelor's degree or equivalent with at least 5 years' experience in office management or property/facilities/project management or relevant function
• Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability. Able to work under pressure with sense of urgency & attention to detail
• Proficiency with office applications, and aptitude for learning new software and systems. Advanced computer skills and experience with online platforms will be an advantage.
• Experience in developing internal processes and systems
• Effective Communication Skills

Believe in better with AIA. If you work at AIA, you play an important part in this movement. Which is why we give you every opportunity to learn, grow and shape your career - your way!