Business Services Manager

AIG Vietnam Insurance Company Limited

Ho Chi Minh

3 ngày trước

Who we are

Get to know the business

About the role : Key Responsibilities

Key Responsibilities

Responsible for the maintenance and repair of office facilities and equipment, ensuring the smooth running of office operations including but not limited to office furniture and fittings, security system, air conditioning, fire extinguisher, pest control, office utilities etc.

Oversee office relocation, fit-out, refurbishment and renovations as per AIG GCRE policy

Space management - allocate and manage facility space for maximum efficiency. Supporting the business with iOffice workspace reservations, amendments and reporting as requested.

Responsible as tenant representative and liaises with Building Management in all aspect of building maintenance and service delivery as covenanted in tenancy agreement.

Ensure proper security & safety measures for the workplace, in collaboration with security system vendors and Regional Security.

Provide local information during security events and ensure all incidents are reported timely.

Manage office administration including but not limited to tenancy, visitor management, mail distribution, office insurance, car rental, office security and general equipment maintenance, cleaning services, stationery, printers, photocopiers, pantry items, pest control, carpark allocation, catering, management meetings and events, office greenery and sustainability

Provide administrative support to CEO & Agency Manager

Support strategic sourcing initiatives in collaboration with AIG Global Sourcing & Procurement Services (GS&PS). Engage Legal in contract reviews to ensure that the appropriate contract documents are used to address AIG requirements and country / local requirement.

Monitor inventory and manage procurement of office supplies, i.e. vendor selection, contract negotiation, contract reviews and renewals aligned to AIG GS&PS policy.

Process purchase requests, obtain relevant approvals, place orders of goods and coordinate with vendors on delivery

Review and process vendor’s invoice, make payment requests and allocate cost to the relevant departments

Support annual budgeting process, collating and tracking expenses related to Business Services.

Other reasonable administrative tasks and duties as required from time to time

What we’re looking for :

Key Capabilities :

Able to work independently and as a team with cross-functional / multi-cultural teams

Able to multi-task, set priorities and manage time effectively

Responsive, responsible, well organized and resourceful

Competent in Microsoft Office application, e.g. MS Excel and MS PowerPoint

Positive learning attitude with a pleasant personality

Proven ability to operate in a matrix organization

Customer service orientation and mindset

Understand the importance of being the first point of contact at AIG Vietnam for all office and business services related matters

Remain calm and demonstrate good conflict management and resolutions skills where appropriate

Key Experience :

Diploma or Bachelors’ degree in Business Administration / Building Services Engineering / Estate Management / Facilities Management or equivalent

Building and M&E knowledge, with hands-on facilities management experience will be advantageous

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