Specialist - Facilities Management (Office Service)

About the Role

This position is responsible for office rental/rental renewal by liaising with Building Management, Legal Department and company’s BOD members for agreement signatures. Supervisor takes care of office equipment/machine maintenance contracts and updating them on regular basis according to each schedule. Provide all communication of office service to employee via coordinate to Corporate Communication Dept, prepare requested document and all correspondences and filling, manage for IR services on mobile phone. Receive invoices, check correctness and accuracy against meters/evidences and prepare payments for various categories of office expenses, e.g. office rental, electricity, water, car lease and rent, copying machines, security guards, housekeepers, pest control, hygienic products, etc. Afterwards he/she must allocate costs to each cost center.

Responsibilities

• Coordinate office rental and rental renewals with Building Management, Legal and BOD for agreement signatures
• Manage and update maintenance contracts for office equipment and machines according to schedules
• Receive invoices, verify accuracy against meters/evidence and prepare payments; allocate costs to cost centers
• Coordinate telephone system with IT: release telephone signal, troubleshoot telephone equipment and wiring, support telephone conference usage
• Support CISCO VC system and meeting rooms: troubleshoot VC CISCO, coordinate vendor repairs and PM activities
• Manage SMS gateway/application/web-based services (TRUE Move / Digital Marketing Center): coordinate vendors, create users, send SMS as requested, create status reports and monthly expense reports
• Manage air card/mobile phone requests per policy: coordinate with TRUE/Dtac/AIS, distribute devices and manage packages
• Service maintenance and repair for office facilities and equipment (Xerox, binding machine, projector, AV system, locker, facsimile): perform primary investigation, coordinate vendors and prepare budgeting requests
• Manage Access Control & CCTV: add/update/cancel authorizations, maintain system records, provide access reports, coordinate CCTV purchase/setup/repair and open historical records on request
• Conduct daily floor surveys on cleanliness, tidiness and readiness (meeting rooms, toilets, photocopiers) and submit weekly survey report
• Manage facility service request forms, coach team members to deliver quality service, follow up to ensure job closure and monitor NPS feedback
• Support AV setup/testing for major events and standby during events
• Manage locker user lists, PIN/password setup, battery replacement and repairs

Qualifications

• Bachelor’s degree in any field
• At least 2 years in general affairs or administrative roles including maintenance function, service operations, facility management or related areas
• Knowledge of supervisory principles, facilities maintenance, and relevant local laws, rules and regulations
• High customer and service orientation and ability to work with various stakeholders
• Good communication skills, including English
• Customer orientation, time management and problem solving
• Computer skills: MS Office, Outlook, Excel and Word required
• Familiarity with AI tools (e.g., ChatGPT, CoPilot365) is an advantage

About the Company

Allianz Group is one of the most trusted insurance and asset management companies in the world. Caring for our employees, their ambitions, dreams and challenges is what makes us a unique employer. We are united by a shared commitment: to put our customers first and at the centre of everything we do. Their needs inspire our thinking and guide our actions. Together, we can build an environment where everyone feels empowered and confident to explore, grow and shape a better future – for our customers and for the world around us. At Allianz, we stand for unity: we believe that a united world is a more prosperous world, and we are dedicated to consistently advocating for equal opportunities for all. The foundation for this is our inclusive workplace, where people and performance both matter, and where integrity, fairness, inclusion and trust are at the heart of our culture. We therefore welcome applications regardless of ethnicity or cultural Internal background, age, gender, nationality, religion, social class, disability or sexual orientation, or any other characteristics protected under applicable local laws and regulations.