Overview

• Salary

  4,900 MYR ~ 7,000 MYR

• Industry

  IT/Telecommunications, Trading Firm

• Job Description

  < Job Summary >
  • To provide comprehensive support for Facility Management and Office Administrative functions at EMSB.
  • To ensure the efficient delivery of all Facility Management, Occupational Health and Safety, and Sustainable Development Goals related reports within set deadlines.
  • Provide efficient secretarial assistance to the Managing Director, including but not limited to managing schedules, emails, appointments, prepare and distribute documents, reports, presentations and meeting minutes as needed.
  • To effectively render secretariat support, including correspondence and signatory support to the legal department and company secretarial function.
  
  < Key Accountabilities >
  ■　Facility Management and Administration
  ➢ Assist as directed with all in-scope aspects of office and facilities administration and related documentation control including preparation, upkeep, storage, and retrieval of all office and facilities related documentation (manuals, plans, drawings, reports, guidelines, procedures, directions and the like).
  ➢ From time-to-time, carry out other project tasks, duties and responsibilities as may be needed, assigned, or instructed, within the reasonable requirements and needs of the business.
  ➢ Develop in country yearly FM budget and own analysis or variations and necessary budgetary corrections action planning.
  ➢ Identify savings/efficiencies and ensure adherence to budget, with accurate forecasting throughout the year, effective management of all delegated spend within agreed internal governance procedures.
  ➢ Ownership of internal FM finance processes for Premises and Resources and compliance with all audit and internal assurance procedures.
  ➢ Able to prepare and present budget reports to the senior team.
  ➢ Ensure processing of financial transactions such as invoices, purchase orders etc, are journaled/paid in a timely manner and payment terms are met.
  ➢ Support the in-country estates transactions and capital projects team with insights at country and site level by providing advice in-view of business decisions and projects with FM related dependencies and implications (refurbishments, new offices, cost savings opportunities, improvements of premises and services provided by landlord).
  ➢ Perform duties of project manager for small-medium building projects, including determining scope, resources required, planning, selection of vendor and reporting on project status.
  ➢ Ensure project activities are within Council and regulatory policies and procedures.
  ➢ Achievement of specified building project objectives, in relation to project program timetable, budget, tendering and procurement.
  ➢ Procedural and contractual advice.
  ➢ Project management of the contracted works.
  ➢ Projects should be delivered within agreed scope, on time and to budget in the most efficient and cost-effective manner without exposing Epson to unnecessary risk.
  
  ■　Occupational Health, Safety and Environment
  ➢ Ensure overall safety compliance by conducting inspections, promptly addressing any findings,　and effectively managing equipment and space safety measures.
  
  ■　Sustainability Compliance
  ➢ Contribute to environmental compliance by supplying energy consumption data for Epson’s　Regional Facilities Manager assisting with data submission, delivering quarterly reports on safety,　waste, and water usage, and actively participating in sustainable initiatives and carbon credit　efforts.
  
  ■　Vendor / Stakeholder Management
  ➢ Manage the 3rd party service contractors effectively to ensure that expected service levels are
  achieved.
  ➢ Build strong working relationships and coordinate with stakeholders to ensure smooth delivery of　programs and procedures.
  
  ■　Contract / Procurement & Vendor Management
  ➢ Negotiate contracts and agreements to ensure quality service and cost-efficiency with landlords,　vendors, etc.
  ➢ Review the maintenance/service practices of contractors to deliver quality work practices in line　with the manufacturer recommendations, established processes, tools & documentations.
  ➢ Plan and manage budgets for all FM contracts.
  ➢ Manage contract on vendors for technical services.
  ➢ Ensure all necessary building and or statutory authorities legal registers and license renewal are　reviewed and renewed before expiry.
  ➢ Assist in procurement processes, which includes preparation of Epson Procurement Agreement (EPA) and upload for signatory via DocuSign and onboarding of new Vendor Maintenance form as necessary.
  
  ■　Secretary / Secretariat Coordination
  ➢ Provide efficient secretarial assistance to the Managing Director, including but not limited to　managing schedules, emails, appointments, prepare and distribute documents, reports, presentations and meeting minutes as needed.
  ➢ To alias and support the legal department and company secretarial with the necessary correspondence and signatory in timely manner and to be compliance with regulatory requirements.