Job Description
The Workplace Operations Admin manages parking and access systems, coordinates mailing services, oversees consumable supplies, and provides various administrative support functions for HSBC operations across multiple office locations.
Key Responsibilities
PARKING AND LIFT CARD MANAGEMENT (50%)
- Manage parking and lift card registrations for HSBC staff across all offices and HCM branches
- Facilitate staff onboarding and offboarding by ensuring timely provision of parking and lift cards
- Request cost approval estimates from the Customer Service (CS) team
- Raise Purchase Orders (PO) and process payments for parking fees for both Office and HCM branches
- Monitor and manage parking expenses across all offices and HCM branches
- Generate comprehensive reports on parking expenses and utilization as requested by clients
- Resolve parking-related issues and coordinate solutions with relevant stakeholders
MAILING SERVICES COORDINATION (20%)
- Request cost approval estimates from the Customer Service (CS) team for mailing operations
- Raise Purchase Orders biannually and process payments for DHL services covering all offices, HCM branch, and Da Nang branch
- Receive and classify invoices by cost center for monthly overseas mailing from DHL courier services
- Obtain final cost confirmations from the Business Unit (BU)
- Create JOURNAL entries to allocate costs to business units for AP payment processing
CONSUMABLE SUPPLY MANAGEMENT (20%)
- Request cost approval estimates from the Customer Service (CS) team for consumable supplies
- Raise Purchase Orders quarterly for supply needs across 2 offices
- Provide PO numbers to vendors for accurate invoicing processes
- Conduct monthly inventory assessments to monitor stock levels and usage patterns
- Receive electronic invoices from vendors and create Good Receipt entries on Fusion system
- Obtain quotations for various products as requested by different departments
ADDITIONAL ADMINISTRATIVE DUTIES (10%)
- Provide daily escort services for water supplier vendors accessing office premises
- Obtain official HCM branch stamps for CS team documentation requirements
- Verify monthly taxi receipts for team expenses and process payments accordingly
- Register vendors with Landlord (LL) for office and branch access permissions
Required Skills And Qualifications
- Strong organizational and multitasking abilities
- Proficiency in Fusion system and financial processing software
- Experience with Purchase Order management and vendor coordination
- Excellent attention to detail for expense tracking and reporting
- Strong communication skills for vendor and stakeholder coordination
- Ability to manage multiple locations and coordinate across branches
- Experience in facilities management or administrative support role preferred
Working Relationships
- Key Stakeholders: Customer Service (CS) team, Business Unit (BU), AP team, HSBC staff across all locations
- External Contacts: DHL courier services, parking vendors, consumable suppliers, water suppliers, landlords
Performance Metrics
- Timely processing of parking and lift card requests
- Accurate expense reporting and cost management
- Vendor relationship management and service quality
- Compliance with approval processes and documentation requirements
