Business : Heineken Vietnam Brewery Where : Hochiminh City, VN Working in : Other Functions Doing : Facility Management - All Contract : Permanent Closing Date : 22 May 2022
Job Purpose
Monitor and responsible for all Admin activities : including office services and facilities to ensure good and safe working condition for company offices and brewereries.
Key Activities
Office lease management : site visit, site summary report, provide consultancies : pros & cons, get approval for negotiation, process lease contract, follow up duration of lease contract
Office renovation new office : receive the approved of office renovation / new office Site survey, site summary report, give consultancies for user, get confirmation from PD & User to deal with landlord sign lease contract (for new office)- Collect confirmed request from user Work with the designer Check & send the lay-out to user Get the feedback from user Designer work for final lay-out & BOQ Sent to Procurement for tendering- Admin at site process the doc.
capex, SC, PO- Supervisor the renovation till hand over to user.
Office closed : Dealing with landlord when receiving the confirm of closed office from MT Work with the reinstatement co.
for BOQ - Sent to Procurement for tendering- Admin at site
process the doc. : capex, SC, PO- Supervisor the reinstatement till hand over to Landlord.
Maintain relationship with landlord : Keep the good relationship with landlord to have good deal when needed.
Keep the working condition of HO in good, safe condition : having checking schedule to check all furniture, system, equipments and have plan to maintain or repair the defects
Provide consultancies to Sales Admin / Admin in Brewery to keep Sales office in good, safe condition :
Guiding Admin at site how to make the office checking schedule and consulting Admin staff to solve all problem.
Supervise, training and coaching Sales Admin & Admin in Brewery to carry out their task
Office Services-
Lead admin team to execute all office admin activities :
Mail, Doc., cargo in and out
Register visitor, meeting, event to VCB building
Face ID access card, locker for new staff
Lunch, motor keeping for staff
Beer delivery for staff
Work permit, visa for experts
Stationery order and delivery
Meeting room booking & other services
Maintenance office facilities : furniture, system, equipments
Disinfectant Spray Office during pandemic time
Car rental management : Receive the approval car rental request from Admin at site check car using condition sent car rental request to Procurement for tendering receive the result of car tendering pass to Admin to make car rental contract on the system .
Manage the rental car operation : receive the feedback from admin at site and user about car rental operation solve all the problem which concerned to car rental keep in record for suppliers violation, inform to Procurement serious violation of supplier and together solve problem.
Telematic management : make sure 100% car rental equipped with telematics make sure Admin and Safety at site usually access the telematics Follow up the telematics data report which Admin sent to Safety responsible for Global telematics inspection together with : driver data (CV, Health certificate, Driver license, car maintenance schedule, car checking, car inspection..)
Company event : Townhall, YEP, Staff day, HO internal event : Admin to prepare venue, menu, beer, AV system, logistictogether with CA to organize the event base on the confirm agenda from CA.
Together with safety team to take care all security & Safety for HVB office :
Security : Check the operation of access control and CCTV system for office security, make sure all system works well, can access anytime and export the report when required.
Safety : well check to find all risk, near miss to avoid any accident for staff during working.
Manage HVB & HVBB asset : responsible for all HVB asset, give consultancies to Admin at site how to manage HVB asset
Cost control : manage all Admin expenses within OH and budget.
Training, coaching Admin team
Business Context
Key contacts and contact purpose :
Internal :
Challenges :
Qualifications :
Experience / skills required :
Language(s) : English
English
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