[BSF] General Affairs

Contenuto del lavoro

This role will assist line management to organize, coordinate, and execute administrative and facility services and procedures, to ensure organizational effectiveness, efficiency, and safety for all sites in Taiwan.

Main Tasks

- Contact person of Facility and Administration related project for various sites.

- Travelling to each site is required. Current active offices are Hsinchu, Taipei, Taichung, Tainan, and Kaohsiung. New location might be added in the future.

- Identify opportunities for process and office management improvements, and design and implement new systems.

- Facility Management

1. Assist line management with the planning, coordination, and preparation of any office relocation/renovation projects.

2. Support with facility budget, seat plan and other regular reports to Management Team.

3. Assist with property insurance arrangement, which including providing data to HQ, being local contact, working with Supply Chain and Finance for data collection, and with local insurance broker for payment process.

4. Liaise with building management on facility matter.

- Office Administration

1. Conduct daily office business tasks for all sites, including internal mailing systems, courier services, receptionist, vendor communications for office supplies and equipment, and procurement.

2. Work with Manager to set up and execute the annual plan of each site, including regular maintenance and repair, maintain office supplies inventory, office cleaning, and other tasks.

3. Participate in building checklist for each site to ensure all admin related tasks have been covered and monitored.

4. Maintain the appearances and organizations of office areas, including office supplies, equipment, electricity, water supply, and any other items requested by line management.

5. Escalate matters that require senior management concurrence in a timely matter to line management.

6. Handle expenses and billing cycles, and manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time

7. Assist with office security system management.

8. Support mobility related tasks, including contracted hotel list maintenance, shuttle bus arrangement, company car, parking management, etc.

9. Safeguard and manage company office assets including equipment machines and furniture.

- Lease management

1. Contract management for maintenance, office and building service.

2. Monitor all vendors and review cost / quality of service and goods.

3. Undertake purchase/maintenance contracts of company facilities.

- Perform other administrative tasks and participate in specific projects with other functional teams as required.

1. HR: support onboard/ offboard process

2. EHS: support extinguisher update, drinking water inspection, carpet cleaning, sanitization, etc.

3. IT: conference equipment, mobile phone, etc.

- Maintain an effective & systematic document archive system in line with Carl Zeiss policy to safeguard company records in cost effective manner.

- Other tasks are assigned by line manager.

Experiences

- Minimum 4 years related working experiences, at least 3 years working experience on site management and office administration related

- Proven facility related project management experience

- Good organizational skills and cost management experience

- Experience in working in a MNC environment

- Start-up experience is a plus

- Ability to work unsupervised