Office manager / facilities operation lead
Halcrow, a CH2M HILL company
Total years of experience :25 years, 1 Months
- Supervised and led a facility operation/admin support team of up to 20 employees including receptionist, secretaries, document controllers, translators, office assistants, and drivers, as well as outsourced cleaners and security guards.
- Responsible for resource planning and management of assigned staff - performance review, objectives setting, task delegation, utilisation monitoring, recruitment planning, and training needs identification.
- Established procedures and process for reception management, mail management, building maintenance, record management, fleet vehicle management and security management.
- Continuously improve internal client satisfaction by constant informal discussions and meetings.
- Responsible for office supplies, inventory management and asset management. Prepare annual budgets for facilities operations. In 2014, the office was ranked as the top 1 in lowest cost in office supplies in the Middle East region - average USD9.77 per person per month, compared with the highest cost USD21.53.
- Manage purchase requisition and service contract negotiation and review, including office and warehouse rental, contracts for office cleaning, security, pest control, fleet vehicle leasing, fire fighting equipment maintenance, and electrical preventative maintenance.
- Manage office health, safety and security; carry out fire drills and emergency security callouts. In 2013, recognition was received from regional health, safety and environmental manager for my ‘... environmental campaign and ... generally leadership on safety’. In 2014 recognition award was received from regional security manager for my outstanding performance in emergency callout exercises.
- Monitored global timesheet submission performance by regions and business groups, and assisted resource accountant in salary reconciliation.
- Supported the Middle East regional resource and operation director in resource management, including resource commitment forecast, recruitment planning, utilisation monitoring, training needs identification, performance review, and departmental overheads control.
- Provided administrative assistance, meeting and travel coordination, document control, and project management support.
- Provided assistance to office manager/chief representative in daily office operations, resource management, and reporting to China regional director.
- Led business development support work in proposal and delivery solutions assisted by other assistants across China region.
- Provided administrative assistance and project document control.
- Provided business development support, including preparation of expressions of interest, statement of capability, and proposals, from corporate information gathering, chapter drafting, translation and review, to document submission. Projects were mainly funded by the Asian Development Bank, World Bank and Japan Bank for International Cooperation.
- Provided administrative assistance to project delivery teams.
- In charge of office operation and business support in the water project office, including office setup, reception, letters, reports, translation, office supplies, utilities bills payment, and office closure.