北京招聘

MANDATE

Under the dual management of the Asia Regional Manager – Procurement, Corp. Real Estate, and Administration, and the Operations Manager, Guangzhou, the incumbent is accountable for the management of (1) procurement and supplier management of branch related vendors (non-IT); (2) facility & property management; and (3) general administration. The role is part of an Asia enterprise team with representation in all five BMO office locations: Beijing, Shanghai, Guangzhou, Hong Kong, Singapore

KEY AREAS OF ACCOUNTABILITY

A. General Administration

B. Office Key Holder

C. Premise, Health & Safety

D. Vendor Management

ACCOUNTABILITIES

● General Administration

● Undertake general administrative and office managerial tasks, i.e. office-related, reimbursement-related, contract and company license renewal, access card management.

● Support in administrative and facility related issues and documentation filing for Head Office and Branch.

● Internally on administrative coverage and externally on events as well as maintain and development of key contacts with external bodies with linkage Guangzhou Office

● Supervise and support of Receptionist

● Organize the trip/event/program for Guangzhou Office, if requested

● Staff vacation and sensitive leave record keeping

● Office Key Holder

● Perform office (backup) keys management.

● Keep one set of office entry keys

● Take responsibility to maintain security alarm

● Keep one set of all furniture keys

● Update the key checklist

● Premise, Health & Safety

● Act as the contact person with Property Company on matters relating to office or office equipment repairs.

● Renew commercial insurance contract relating to office accident & property.

● Ensure Fire extinguishers in office area meet requirements

● Corporate contract with Hotels

● Arrange on–going maintenance for office furniture and fixture,

● Maintain updated contact info for the branch, including local staff, relevant overseas staff and head offices contacts, and help to update call tree diagram for emergency events.

● Arrange on-going maintenance for office furniture and fixture, and engage in the renovation projects.

● To be the contact with building management office and arrange the fire drill events.

● Maintain proper controls on physical access of the office and prepare quarterly report on physical access right

● Vendor Management

● Renew subscription of contracts relating to premises and equipment ensuring best value is obtained

● Arrange regular office maintenance ie quarterly office carpet & marble cleaning

● Engage & manage the service provided by vendors on matters relating to office admin.

● Double check the payment to the vendors, which are prepared by receptionist.

● Ensure vendor management for office supplies, collaterals, office stationeries, travel, etc, are in proper order, i.e. transparent and timely.

● Maintain proper controls on name card printing, office supplies and stationery, and pantry supplies.

AUTHORITIES

To deliver on these accountabilities, the incumbent must have the following authorities:

● Information Access The job holder has authority to access and use confidential information related to employees under his/her supervision, vendor information and financial information.

● Managerial The job holder can deploy staff under his/her supervision as appropriate to meet business goals and objectives.

CROSS-FUNCTIONAL RELATIONSHIPS

At branch level, this job requires the incumbent to interact with the following processes and/or groups:

● Advising The incumbent has to interact with LOBs for the purpose of providing unsolicited advice on branch administration services which these jobs have to consider.

● Auditing The incumbent is to be informed about the activities of other jobs and functions for the purpose of planning resources and processes while meeting policies and regulations.

● Coordinating The incumbent can call meeting with other jobs to discuss/resolve issues regarding office administration services.

● Monitoring The incumbent has to be informed of administration activities of other jobs. The job holder has the authority to persuade / influence these jobs to change their activities in relation to office administration.

● Prescribing The job holder can instruct other functions to follow those guidelines of Administration.

● Service Getting The job holder can receive service from branch other teams.

SCOPE AND IMPACT

This job has direct impact on the achievement of key branch objectives. Key measures as below:

· Number of staff 1 – 2

· Functions Office administration, Branch chops management, Vendor management, Key holder, Premises maintenance.

KNOWLEDGE AND SKILLS

a) Knowledge:

- College or University graduate

- Minimum 3 – 4 years’ experience in office administration or related area.

- Solid understanding of office administration, processes & procedures, and inter-personal relationships

b) Skills:

- Good problem solving skills.

- Good interpersonal skills and organizing skills.

- Good written and verbal command of English and Chinese

- Good PC and related software skills (e.g. Word, Excel, ACCESS)

- Be co-operative, and be able to work under pressure

- Self-disciplined and motivated working attitude, with good potential of leadership skill

- Good ability to deal with multi-tasks with good time management and ability to prioritize