Projects and Workplace Services Executive

INTRODUCTION

Born from innovation, Burberry is a global luxury brand with a rich British heritage. Founded in 1856, our brand is underpinned by our founder’s passion for the outdoors. Thomas Burberry invented the innovative rain-ready fabric gabardine to protect explorers from the elements. In doing so, he created the foundation for the iconic Burberry trench coat, which remains core to the business even today.

Guided by our history of exploration and our shared belief that ‘creativity open spaces’, our purpose is to unlock the power of imagination to push boundaries and open new possibilities for our people, our customers and our communities.

As a values-driven brand, we are committed to creating the next generation of sustainable luxury and believe that diversity, equity and inclusion are essential to fulfilling our purpose. Fostering an inclusive culture where differences are valued and embraced enables us to be more creative, engaged and make a more meaningful contribution to the world around us.

RESPONSIBILITIES

Responsible for providing support to the Asia Pacific – SEA, AU & NZ Architecture team in procurement & tendering process, as well as costs control and monitoring across all projects including maintaining project records, trackers and global update to all stakeholders – Region & UK. The role also requires support in facilities management, both strategic and operational, including store maintenance, vendor management, health & safety, and office administration.

Project Management

1. To monitor and issue purchase order to suppliers, contractors and consultants across Asia Pacific Region – SEA, AU & NZ to ensure that the timely appointments are made, fees are aligned, schedules of activities, cross referencing all costs and support on negotiations.
2. To manage and coordinate with suppliers and respective logistic partners for the direct procurement items for projects across Asia Pacific Region – SEA, AU & NZ.
3. Prepare documentation for payment process, tracking of payment status and forecast of cashflow providing clarity to the Finance team.
4. To work with Project Manager on cost ballpark estimations and advise Business Development / Finance team.
5. To collect and submit project progress report and completion report on weekly basis.
6. Key person to monitor project info and planner of all projects across Asia Pacific Region – SEA, AU & NZ and champion to the database system. Work closely and regularly with UK team on the reporting.
7. To attend weekly project review meetings and keep up to date on project status.
8. To keep track of latest guidance information from UK team.
9. Support on tendering by preparing the tender documentation including form of tender, schedule of rates and provide analysis/ recommendation on contractor appointment.
10. Drafting of standard forms of contract with Legal department and coordination on execution.
11. Review of insurance provisions with respective insurance/ risk team and provide regular update.
12. Support on minor/ reinstatement projects, work with stakeholders, Landlord, contractor and consultant for coordination and execution.

Facilities Management & Maintenance

1. Assist in managing all preventative maintenance work orders (including janitorial, HVAC, lighting, fire suppression systems, Health & Safety, elevator, pest control, document storage).
2. Manage third-party vendors, assign vendors work orders via Service Channel.
3. Supervise and follow up contractors' work, project works and renovations to ensure deadlines are met and aligned with corporate standards and pre-determined budgets.
4. Support offices internal space management, planning the best allocation and utilization of space.
5. Act as the first point of contact for all external/internal stakeholders on all matters related to facilities management.
6. Responsible for identifying Health and Safety risks in each location, compile and maintain any reports.
7. Contribute to the development and implementation of facilities policies and procedures.

Administrative & Budget Management

1. Support in budget preparation and cost control for facilities-related expenses.
2. Ensure all quoted work is within specific regional market rates per trade.

Operational Support

1. Support the project team and/or other function on some minor enhancement works.
2. Acts in an advisory role to ensure all markets follow HQ procedures and sharing of best practices.
3. Regular meeting with local markets and HQ in different time zones.
4. Perform any other ad hoc duties or special assignments assigned.

PROFILE

Experience

1. At least 3 years project management experience
2. Excellent analytical and documentation skills with proven ability to put together an accurate budget and manage construction related costs
3. Familiar with statutory requirements in relation to construction related matters, office security, health & safety and environmental protection

Skills

1. Proficiency in using AutoCAD/Adobe/Microsoft Office
2. Proactive and resourceful attitude with excellent problem solving and strategic planning skills
3. Highly independent with ability to interact with multi-cultural teams
4. Self-motivated with strong analytical and planning skills
5. Excellent communication skills and the ability to liaise with people at all levels
6. Ability to adapt to changes and managing priorities when working on multiple tasks
7. Fluency in both written and spoken English
8. Travel required when necessary (30%)