Administration & Facilities Lead

The purpose of this role is to be responsible for the effective management, operation, coordination and Dentsu Taiwan group's administration and facilities, ensuring an efficient, functional, safe, and sustainable work/office environment for employees and visitors.

This role includes supervising a team of Administration and Facilities Management staffs, managing budgets, ensuring compliance with safety and regulatory standards, and optimizing the use of company resources and space.

Key Accountabilities

• Team Leadership: Supervise, support, and upgrade two teams – Admin Team and Facilities Management Team - consisting of administration and facility professionals, including receptionists, maintenance and cleaning staff, and custodians, fostering a culture of operational excellence, compliance, and safety
• Budget & Resource Management: Develop and manage the admin and facilities management team's budget and resources, tracking expenditures and identifying opportunities for cost-saving without compromising quality
• Admin & Facilities Management Transformation: Develop the strategy to transform Densu Group's administration and facilities management into more modern, tech-enabled, customer-centered services and solutions, and lead the change to redefine the team as a trusted partner for businesses and other functions
• Vendor and Contract Management: Negotiate and manage procurement and contracts with external service providers, ensuring quality service and cost-effectiveness
• Coordination & Communication: Handle complex scheduling, event planning, internal/external communication of organizational information, through team meetings, one-on-one meetings, appropriate email, and regular interpersonal communication
• Internal Stakeholder/Staff Partnerships: Manage and supervise stakeholder/staff relationships and serve as liaison between key executives and the team members

Administration:

• Operations Management: Maintain frictionless, hustle-free group administration support, providing oversight and direction in accordance with the Company's policies and procedures to ensure compliance
• Streamlined Operating Procedure: Streamline processes to ensure consistency in SOP amongst the team and across the group
• Service Optimisation and Upgrade: Continuously assess the needs of the business and staffs, monitor administrative workflows, explore deploying and leveraging emerging technology, optimise operational efficiency and improve service quality and customer satisfaction

Facilities Management:

• Facilities Management: Oversee the day-to-day operations of the company's buildings and grounds, ensuring all systems are running efficiently and that all facilities comply with local building codes, health, safety, and environmental regulations, conducting regular safety inspections and audits.
• Maintenance and Repairs: Develop and implement preventive maintenance programs, ensuring the timely repair of equipment, systems, and infrastructure.
• Space Planning: Collaborate with department heads to manage space allocation and optimize the use of office or facility layouts based on organizational needs.
• Emergency Response: Establish emergency preparedness plans and coordinate response to facility-related emergencies, such as fires, equipment failures, or weather-related incidents.

Professional Skills

• Bachelor's degree in Engineering, Business Administration, or a related field.
• Strong knowledge of building systems, health and safety regulations, and space planning.
• Proven experience managing budgets and vendor contracts.
• Excellent leadership and team management skills, with the ability to foster a collaborative environment.
• Strong problem-solving and decision-making abilities.
• Proficiency in facilities management software and tools is a plus.
• Strong cross-brand communication and coordination skills.
• Office planning & relocation experience.