Office Management Specialist

[Purpose Statement]

This role is responsible for organizing and coordinating office operations and procedures to ensure organizational efficiency and effectiveness. The incumbent is also required to provide support to the Country General Manager of Korea and is part of the Sales & Marketing administrative team based in Korea.

[Key Responsibilities]

1. Facility Management

• Support Facilities management (e.g. Work station management, Parking management, meeting capacity management)

• Maintain a high facility standard of hygiene, cleanliness, and upkeep

• Implement and maintain the ‘Connected Work Place’ standards in accordance with the Global Design Guidelines. To be the primary point of contact for all regional design and construction activities in alignment with Global Real Estate & Facilities (GREFAC) leadership

• Manage-to-day operations with office services vendors and contractors and coordinate the general administration and reception staff to ensure efficiency. Control and verify the maintenance of the quality of service provided by these office suppliers

• Maintain accurate building and site master drawings reflecting as-built and as-used conditions.  Maintain current and historical revision control of drawings

• Responsible for Sourcing management (e.g. Company Car management, Office Supplies, being the person of contact for employees and vendors, and collaborating with Finance, Procurement and HR

• Drive VIP(Value Improvement Process) within the facilities area

2. Office Management

• Assist in the administration of new hire – requisition of laptop, security passes, workstation and conduct a brief orientation of the office premise

• Provide employees with proper equipment for them to perform their office activities

• Maintain appropriate levels of office supplies consistent with firm purchasing practices

• Coordinate office management activities – e.g. Fire warden, renovation

• Support to local benefit execution – e.g. Congratulations & Condolences, Flexible benefit enrollment & aproval, etc

• Provide Concur support (Expense claim) and manage Corporate traveling card(Flight)  

• Manage postal service (Sending & Receiving)

3. Country GM Support

• Manage/assist in the logistic arrangement of meetings, travel, training, and workshops – hotel, transportation, visa application, etc.

• Manage work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provide guidance to peers as necessary regarding proprietary information

• Support other ad-hoc duties

4. Environmental Health & Safety Management

• Ensure compliance with Local EH&S directives in the Hub, Satellite, and regional structure

• Support EH&S programs and performance into operations

• Support to local Health & Safety benefit/progrmas execution – e.g. Medical Check-up, BBP, Industrial EHS Committee, EH&S Training, etc

• Ensure and follow up on all the technical systems and security controls required by law in the offices related to training employees on safety matters, such as organizing fire drills, etc

5. Event Management

• Assist in the planning of internal events (Townhalls, Kick-off meeting, CSR Activities, Country-wide events-Sports Day, etc)

• Help organize and facilitate local events such as employee training, training preparation on site for customers, if applicable 

6. General/Others

• Develop documents and administer procedures. Provides guidance to and may train others on those procedures

• Ensure office service activities comply with applicable regulations & company policies

• Collaborate on and engage with employee engagement programs

• Support appropriate value improvement initiatives being rolled out at the local level (e.g. Office Supplies, Freight, Agency, Fleet etc)

[Required Qualifications]

• Bachelor’s Degree in any discipline

• At least 5 years of progressive experience in a similar role with a large, complex multi-national company

• Fluency in English

• Excellent communication skills, both verbal and written

• Proficiency in Microsoft Excel, Word, and PowerPoint

• Highly organised, detail-oriented, and works with a high degree of accuracy

• Action and results-oriented and able to deal with multiple relationships effectively

• A good team player with strong interpersonal skills

• Manage work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provides guidance to peers as necessary regarding proprietary information

• Able to demonstrate good judgment and is self-motivated

• Ability to multitask and meet changing deadline

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