Manager – Administration & Facilities Management

Are you ready to shape a better tomorrow?

AIA Digital+ is a Technology, Digital and Analytics innovation hub dedicated to powering AIA to be more efficient, connected and innovative as it fulfils its Purpose to help millions of people across Asia-Pacific live Healthier, Longer, Better Lives.

If you are hungry and driven to play an active role in shaping a better tomorrow, we want to hear from you. Because the work we do at AIA Digital+ makes a difference in the lives of millions of people, every day. We will equip you with the critical skills, tools and technology, and endless opportunities to learn, contribute and thrive in a dynamic and exciting environment.

If you want to shape a brighter future at AIA Digital+, please read on.

About the Role

The incumbent is to lead and manage the Administration & Facilities Management function to provide a safe, efficient, compliant and well-managed workplace. Oversee workplace operations, facilities projects, occupational safety and health, vendor management, governance and administrative services to support business requirements and operational continuity.

Administration & Facilities Operations

• Manage day-to-day administration and facilities operations to provide a safe, efficient and well-maintained workplace.
• Oversee maintenance, housekeeping, utilities, office equipment, workplace services and facilities-related employee requests.
• Coordinate with building management, contractors and service providers to ensure timely issue resolution and service continuity.

• Support office events and other operational requirements.

Workplace Planning & Facilities Projects

• Manage workplace planning, space utilisation, seating arrangements and facilities requirements to support business needs.
• Coordinate office renovation, refurbishment, relocation and workplace improvement projects.
• Work with internal stakeholders, project teams, building management and vendors to minimise operational disruption during workplace changes.

• Support applicable lease, renovation and project approval requirements.

Occupational Safety & Health (OSH)

• Serve as the Company’s OSH Coordinator and Secretary to the OSH Committee, coordinating committee activities and statutory governance requirements.
• Coordinate workplace inspections, risk assessments, monitoring activities and safety initiatives.
• Monitor OSH observations, recommendations and corrective actions through to closure.
• Maintain appropriate OSH records and documentation to support regulatory, governance and audit requirements.

• Promote workplace safety awareness and continuous improvement.

Vendor, Contract & Financial Management

• Manage admin & facilities-related vendors and contracts, including sourcing requirements, commercial evaluation, negotiation, renewals and service-performance management.
• Coordinate with Procurement/Sourcing and Finance on purchasing, payment and expenditure requirements.
• Monitor admin & facilities expenditure against approved budgets while identifying opportunities for cost optimisation and operational efficiency.

• Ensure vendors fulfil contractual, safety, operational and service requirements.

Governance, Risk & Compliance

• Maintain appropriate operational controls, records and documentation for Administration & Facilities Management activities.
• Support internal audit, compliance, records management and other governance requirements applicable to the function.
• Identify facilities and workplace operational risks and coordinate appropriate mitigation actions.

• Maintain adequate operational coverage and support business continuity for critical workplace services.

Team & Stakeholder Management

• Manage and guide Administration & Facilities Management team members in delivering operational requirements and service standards.
• Plan team resources and operational priorities according to business requirements.
• Assess and coordinate recruitment and resource requirements for the function where required.
• Collaborate with internal stakeholders, building management, contractors and service providers to address workplace requirements and operational issues.
• Prepare and coordinate employee communications relating to facilities, workplace services and operational changes.

Build a career with us as we help our customers and the community live healthier, longer, better lives.

You must provide all requested information, including Personal Data, to be considered for this career opportunity. Failure to provide such information may influence the processing and outcome of your application. You are responsible for ensuring that the information you submit is accurate and up-to-date.