General Affairs cum Receptionist - 1 Year Contract

CTBC BANK CO., LTD.; Singapore; On-site; SGD 42,000 - 62,000; Full time

Job summary

CTBC BANK CO., LTD. is seeking a Facilities & Administration Assistant in Singapore to support the Head of HRGA with day-to-day office facilities and administrative tasks.

The role covers facilities management, office administration, and reception duties to ensure smooth operation of the Singapore office. You will coordinate with landlords and vendors, manage assets and meeting room bookings, handle security access, and support staff welfare activities.

Qualifications

• Experience in facilities management and office administration.
• Ability to liaise with suppliers/vendors and manage contracts.
• Experience handling reception duties and staff welfare activities.
• Mandarin language proficiency for stakeholder liaison.

Responsibilities

• Manage daily facilities operations and liaise with landlords and vendors.
• Coordinate contract renewals, quotations, and issue resolution.
• Oversee security access, CCTV reviews, and safety equipment checks.
• Track OPEX, CAPEX and welfare budgets to prevent overspend.
• Admin tasks: assets, meeting room bookings, contract storage, and insurance reviews.
• Reception duties: mail handling, visitor reception, and staff onboarding support.
• Support staff welfare events and co-ordinate year-end company events.
• Assist Head of HRGA with ad-hoc tasks.

Skills

Organization skills

Communication skills

Team player

Mandarin liaison

Job description

JOB PURPOSE

To assist Head of HRGA in managing the Bank’s day-to-day activities on office facilities and administration.

PRINCIPAL ACCOUNTABILITIES

Facility Management & Compliance

• Manage daily operations such as the management of service requests and liaising with building landlord/ vendors for any facility management tasks
• Liaise with contractors/ vendors on renewal contracts and quotations; rectify issues, defects and any concerned areaswithin the facilities
• Ensure appropriate follow up with contractors/ vendors such as outstanding issues and any other operations needs
• Security Access Management including Door Access card control, daily review of surveillance camera & entry pass platform
• Monthly submission of security access report
• Premises Security and yearly check of extinguishers and hose reels
• Budget Tracking for OPEX, CAPEX and Welfare to ensure no overspending

Office Administration

• Fixed Assets Inventory Control, manage Meeting Room booking system and Management Reporting
• Custodian of all office keys and maintain regular updates of office keys list
• Central controlled on Memo Request serial number and maintain up to date Memo Log
• Central contract storage for all contracts signed with external parties
• Arrangement & renewal of corporate car rental and Season Parking
• Review & renew General Office Insurance policies
• Provide solution and to assist in implementation of staffs requirement on new equipment and etc.
• Oversea colleague’s requirement, such as Hotel etc.
• Maintain #SG Branch Staff Listing, #seating plans, access card control list and telephone list updates
• Co-ordinates offsite document storage
• Support yearly orders to HQ in-charge (e.g. Planner and Diary, Lunar New Year Card and Red packets etc.)
• Support orders for festive occasions, e.g. Mid-Autumn Festival, Christmas

Reception Roles

• Handling of all in/out postage, courier services and distribution of letter/newspaper/mails
• Attending of visitors and prepare drinks
• Housekeeping of reception and meeting areas
• Staff on/off boarding activities including creation using IT System Request , set up work desk with stationery, name card printing, ensure desks are clean and ready for staffs
• PDPA Collection (Vendor/Staff/3rd Party)
• Submission of monthly postage franking report, maintain sufficient fund and supplies
• Bi-monthly order of stationery, printing documents and pantry supplies
• Co-ordinates of any needs of printing for staff (company letterhead/name cards/envelops)
• Filing and verification of invoices/contracts for all orders done (couriers/stationery/printing/etc.
• Lodge feedback to management of Asia Square Tower forfaults, Aircon extension etc.
• Ensure the reception area, meeting rooms, and pantry are clean, well‑maintained, and fully prepared to receive guests at all times.

Staff Welfare

• Support on company events and staff welfare activities such as such as Dinner & Dance, Team Building, webinars, roadshows, ordering of flowers for staff (e.g. baby new born / Wreath) etc.

OTHER ACCOUNTABILITIES

• Others tasks given by Head of HRGA

KEY COMPETENCIES

• Excellent organization skills
• Good communication skills, written and oral as well as inter-personal skills.
• Good team player
• Role required to attend to Mandarin speaking stakeholders