Facilities Assistant- Central
Job ID
9153
Posted
05-04-2021
Service line
GWS Segment
Role type
Full-time
Location(s)
Hong Kong - '- - Hong Kong
Responsibilities

Concierge services
Meet and greet all visitors in a welcoming and professional manner. Ensure that SR safety & security procedures are followed.
Manage Global Visitor Registration and prepare office and building cards as required and ensure the return of the cards upon departure from HK office.
Manage reception telephone promptly and professionally accepting incoming calls - where required screening, taking messages, or forwarding calls.
Attend, where available, to ad-hoc requests from stakeholders. E.g. checking on the status of parcel/document, meeting room booking.
Create a welcome poster for visitors.  Upload and remove poster or video to/ from digital signage. 
Carry out all the COVID-19 related security and safety measures. 
Manage all the activities relates to onboarding and offboarding, update the template on staff assets (e.g welcome email, assign access badge, building card, locker, hot box arrangement, pigeon-hole etc)
Coordinate with building management on aircon adjustment, replacing light tubes.

Meeting rooms
Ensure that all meeting rooms are presentable and ready for meetings/ use. Monitor meeting room facilities including equipment, furniture, etc and promptly resolve issues.
Facilitate and execute room set up and pack downs – coordinate with tea lady/ external vendor to arrange meeting room set up according to user requests.  
Support on ad hoc booking of the meeting room, video conference, and telepresence reservations.
Provide first-level hands & eyes support on AV-related matters for the meeting conducted at the premium meeting room.

Postal services
Arrange domestic and international couriers - as required.
Prepare outgoing mail/ cheque bag for collection by courier daily.
Manage all incoming and outgoing mails for business (Regular mail, registered mail, overseas mailing, messenger service.) 

Staff Training Support
Support the training events. Including:
o Room reservations
o Catering order and set up
o Room set up and pack down
o Printing of training materials
o Register the trainee and trainer.  Prepare office access card.  

Other Administration
Responsible for procurement of office supplies including stationery and pantry items via MySpend.  Manage the stock reordering level. 
Create PO, allocate current account code/ BRC, verify CRES-related invoices with approval and supporting documents, and arrange payment by MySpend on a timely basis.
Arrange the printing of company stationery such as envelopes as per the requirements of the printing guidelines. 
Coordinate with vendor to arrange monthly office deep cleaning, carpet cleaning, and pest control on a bi-monthly basis.
Support annual environmental reporting program through monthly data collection and upload it to the shared folder.
Complete ad hoc tasks as requested by Head CRES Hong Kong.