Manager - Country Facilities Management

3 days ago


กรงเทพมหานคร, Thailand Allianz Thailand Full time

**Your Day at Allianz Ayudhya**

1. Project management
- Ensure effective and efficient execution of projects and programs assigned by:

- Planning and managing project activities and budgets
- Providing timely and appropriate technical and management advice on the projects and programs to the different teams under facilities management team
- Defining the problems/issues, and coordinating with the relevant parties to eliminate the barriers for the project success
- Assisting project and programs, in consultation with related partners, in developing performance criteria for monitoring the implementation
- Monitoring project activities and financial and physical progress on continuous basis by:

- Ensuring periodic reporting from the field and providing critical assessment of the appropriateness and effectiveness of results achieved, and
- Reviewing financial expenditures from program perspective
- Preparing/reviewing terms of reference (TOR) and coordinating with the relevant parties (e.g. Procurement, Department requester) for vendor sourcing and selection
- Processing subcontract requests for authorizations from the field to ensure technical quality, conceptual clarity and financial efficiency
- Ensuring timely preparation and submission of status reports and meeting minutes to the relevant parties in a timely manner

2. Office Service
- Coordinate efficient and effective functioning of the office and the projects by:

- Liaising with the relevant parties in monitoring financial and technical performance of the activities and projects to ensure compliance with project documents and agreements
- Preparing inputs including policy recommendations to reporting on the activities as may be required by auditors and others for monitoring and information purposes
- Supervising and monitoring the performance of assigned professional and general service field staff working in projects/programs in accordance with agreed principles between the parties concerned
- Oversee the development and implementation of office space planning activities
- Review contracts and sign for a witness related to equipment maintenance, office rental, refurbishment etc.
- Review and verify both payment and purchase request before submitting to authorized persons for approval
- Prepare and summarize relevant reports to keep the management properly informed
- Oversee the upkeep of office equipment and supplies
- Oversee and agree contracts and providers for services including security, cleaning, parking, telecommunication, office equipment maintenance and so on
- Determine and schedule repairs or renovation projects, and coordinate safety inspections.
- Negotiate with outside vendors for supplies, repairs, and other measures.
- Yearly arrange and conduct fire drill practice for staff by coordinating with the landlord and BCM team
- Seek for new office automation equipment to support all requester department such as booking system, vending machine, coffee machine, icemaker etc.
- Manager office reception and common area floor including co working, meeting room, cafe etc.
- Provide certain services to non-life branch - coordinating annual fixed asset count, rent company car, lease agreement, PTT fleet card, ticket from Department of Land transport, annual tax payment, consultation on repairing of office equipment, premises
- Direct and develop the staff to deliver services that meet business requirements

3. Budget Management
- Coordinate with accounting and finance to create and propose annual operating budgets and manager to those budgets
- Monitor project expenditures with reference to the approved budget.
- Prepare budget proposals and attend to all financial and budgetary aspects of the implementation of the Project including the following specific duties:

- Monitoring expenditures and reviewing of the executing agency finance records of expenditures against budget lines
- Assisting the project staff to prepare budgets for meetings and activities and to review incoming authorizations to ensure adequate recording against budget lines (and take appropriate action to correct and/or revise requests)

4. Execute plans, policies and procedure
- Develop office policies by setting up procedures and standards to guide the operation of the office and fit for business
- Implement procedural and policy changes to improve operational efficiency
- Involve and provide supporting information to Risk Management department

5. Ensure the company has enough property insurance
- Partner with accounting department and relevant parties to review and update information regarding company's assets, office premises and amount of cash, company's car and details to be insured
- Negotiate with broker for prices of insurance and conditions, for new/renewal insurance policies
- Negotiate premium for new/renewal policy

6. Protection & Resilience
- Act as a domain expert for Protective Security
- Update Site Security Checklist (Physical Security & Fire Safety) and Secu


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