The Workspace Administrative Assistant supports the Workspace Team with handling general administrative duties for the division and department, such as directing communications between the colleagues, organizing schedules and events, entering data, creating and maintaining record-keeping systems, facilitate communication with colleagues from CRE team, vendors/contractors, landlords, service providers, etc. The role will have direct interaction with various departments and business lines in multiple areas. The Workspace Administrative Assistant will be expected to lead individual assignments as directed by the Head of Workspace Management Department.
As a Workspace Administrative Assistant, we need you to:
Assist with all CRE and workspace administrative day-to-day tasks and issues for the
Assist with Access control system management: Control the ACS system (under the competencies)
and perform all related work including updating of the ACS list for the
Physical Security reasons upon any change in the ACS system.
Run the joiner/leaver process and updating related systems.
Operate CAFM system to evaluate, prioritise and respond promptly to Facilities-related inquiries
from employees via particular Slack channel, email or Jira and relay inquiries to appropriate
employees from the Workspace when necessary.
Operate in Jira and/or in any other program for any CRE and/or Workspace related tasks, follow
ups and completion.
Assist with H&S management to ensure implemented rules and regulations are followed and
appropriate records are maintained.
Assist with ESG related tasks and issues for the Company/Group entering appropriate and accurate
data and updating the information for Group CRE team.
Responsible for coordinating with contractors while on site.
Some unsocial hours working may be required from time to time.
We need you to have:
Strong interpersonal and communication skills, both oral and written;
Fluency in English (both written and oral) is a must;
Self-motivated, highly organised, efficient and detail-oriented;
Ability to work both independently and in a team;
Proficient in MS Office;
Basic Health and Safety knowledge and awareness will be an advantage;
Having Basic Contractor management skills is preferable;
Administrative multitasking experience
We promise to give you:
Performance-based bonus system
Professional development opportunities
Dress the way you want
Safe working environment - Work from home during the pandemics