What are the responsibilities and job description for the Office Operations Administrative Assistant position at Mega International Commercial Bank?
Purpose of Role
-Provide administrative and operational support, acting as the primary liaison between the Bank and building management. Manage communications, project coordination, scheduling, and documentation while ensuring smooth office operations and assisting with building maintenance activities.
Major Responsibilities
-Coordinate and oversee scheduled testing, maintenance, and inspections, including elevators, fire extinguishers, fire sprinklers, cooling towers, and emergency generators.
-Manage and handle corporate accounts (car/housing).
-Contacts, arranges, and supervises the Cooling Tower start-up/shut-down , cleaning, disinfection, and testing to ensure compliance with health and safety regulations.
-Supervise fire alarm, smoke detector, and pest control services, ensuring timely maintenance and repairs.
-Liaise with building management, engineers, and vendors to plan and execute maintenance projects, inspections, and repairs.
-Prepare internal memos, vendor comparisons, and supporting documentation for management approvals.
-Schedule and accompany vendors and inspectors during on-site visits and ensure compliance with building standards.
-Draft and process payment requests for maintenance expenses, rent payments, and project costs.
-Manage office supplies, file maintenance, and document distribution, including SWIFT documents and correspondence with vendors and government agencies.
-Deliver required documents to regulatory authorities and assist with drafting policies and procedures as assigned.
-Inspect the building for irregularities, equipment malfunctions, and repair needs, coordinating with vendors for prompt resolution.
-Respond to building-related emergencies and provide support as required.
-Assist with problem-solving and perform miscellaneous duties assigned by management.
-Prepares bi-weekly meetings with building manager and engineer
Skills , Competencies, and Experience Needed
-Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
-Strong organizational skills and attention to detail, ensuring high accuracy in handling building vendor management documentation, reports, invoices, and billing.
-Strong written and verbal communication skills to effectively convey information, collaborate with team members, and engage with clients and stakeholders.
-Positive and professional outlook when interacting with team members, colleagues, employees, vendors, and external parties.
-Proficient in Microsoft Office Suite, internet savvy, and a quick learner of other relevant software.
-Approaches challenges with a can-do attitude, focusing on finding practical solutions, and is proficient in both Mandarin and English.
-Proficient in Mandarin and English
-College Degree required
Salary : $22 - $27