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Specialist, Facilities Management

Grab

Grab

Operations
Cluj-Napoca, Romania
Posted on Friday, June 28, 2024

Company Description

About Grab and our workplace

Grab is Southeast Asia’s leading superapp. We are dedicated to improving the lives of millions of users across the region by providing them everyday services such as deliveries, mobility, financial services, enterprise services and others. More than that, we provide the opportunity for them to have a better life. And that aspiration starts inside Grab because we believe in a seamless blend of work and home life, making every aspect of life better for all.

Guided by The Grab Way, which spells out our mission, how we believe we can achieve it, and our operating principles—the 4Hs: Heart, Hunger, Honour and Humility—we work to create economic empowerment for the people of Southeast Asia. With our unwavering commitment to our values, we believe that we're more than a service provider; we're agents of positive change.

Job Description

The day-to-day activities:
Front Desk Management

  • Season Parking administration
  • Onboarding Procedures such as access card issuance and email addition of new Grabbers
  • Attending to internal customers and external customers queries
  • Administrative duties such as raising of ePRs and invoice processing
  • Tracking of OPEX and CAPEX costs in the company.
  • Mail management

Facilities Coordination

  • Work with cleaning vendors to ensure office cleanliness, pantry
  • Vendor management: ensure vendors adhere to Service Level Agreements in contracts.
  • Contract/Lease management, to ensure that all contracts are renewed in time with accordance to regional procurement standards
  • Liaise with Building Management on Building related matters.
  • Effectively communicate with different stakeholders to uphold the maintenance of the office.
  • Allocation of seats to departments based on their business needs
  • Work with outsourced designers and internal stakeholders for minor expansion projects
  • Lease matters and rental invoice processing
  • Move Management: Ensure move transition of employees through clear communication.
  • Ensure proper documentation pertaining to all site-related matters such as Floor plans, MEP drawings
  • Supervision of minor repair works in the office.
  • Ensuring Facilities Systems are updated regularly according to Regional Standards.

Office Expansion Project Management

  • Getting requirements from departments and managing expectation of departments
  • Tracking of progress to ensure contractors adhere to project timeline and quality
  • Liaising with security and IT department
  • Ensuring relevant approvals from building management.

For Procurement

  • Working to support the administrative purchases required by the departments (competitive bids analysis, new vendor set up, etc)
  • Educate the teams on Procurement/ and finance policies to ensure compliance
  • Suppliers management on all local buys - ensuring service level adherence and commercial integrity

For Finance

To provide Finance support to Outsource Finance Provider and Regional Finance in Singapore, including but not limited: -

  • Opening letter, chop receive date, scan and email to respective parties (i.e. Outsource Finance Provider for Payment purpose)
  • Verify and check suppliers’ invoice, raise PR and perform GRN
  • Track invoice and liaison with AP team to ensure payment of all invoices are made in time
  • Liaise with suppliers on payment status, invoice, delivery order (DO) or any dispute matters.
  • Assisting in reconciliation activities
  • Provide and manage cash flow (actual/forecast) and work closely with
  • Regional Treasury on a regular basis on all funding requirements.
  • Liaison person with Bank (and potentially Central Bank) on all banking matters (FX, approvers, bank tokens, letters, documentation), working closely with Regional.
  • Process and verifying staffs claim receipt and pass to outsource provider (until Romania’s concur system is up)
  • Travel Coordination (provide staffs tagging from POP to Travel agent if any)
  • Scanning duties and maintaining a simple document filing system.
  • To assist Regional Finance on any ad hoc related support as assigned.

Qualifications

  • Bachelor's degree in Business Administration, Supply Chain Management, or a related field.
  • Strong analytical skills with the ability to assess vendor performance and identify areas for improvement.
  • Excellent communication and negotiation skills, with the ability to interact effectively with both vendors and internal stakeholders.
  • Knowledge of the latest trends and best practices in BPO and vendor management.
  • Ability to manage multiple projects and priorities in a fast-paced environment.
  • Good in written and excellent communication skills.
  • Good interpersonal skills that enable one to work with people at all levels across multiple markets, to influence, motivate and empower whenever necessary
  • Self-starter and ability to work well in a fast-paced environment
  • Passionate about the social mission and making a positive impact in emerging markets

Additional Information

Benefits at Grab:

We care deeply about your well-being and are committed to supporting you every step of the way. Here are some of the global benefits we offer:

  • Protect and provide for your loved ones with peace of mind, knowing we have your back with Term Life Insurance and comprehensive Medical Insurance.
  • Craft a benefits package that suits your unique needs and aspirations with GrabFlex, because we believe in empowering you to thrive.
  • Embrace the magic of new life and create lasting memories with your family through Maternity and Paternity Leave.
  • Life can be overwhelming, but you're never alone. Our confidential Grabber Assistance Programme is here to guide and uplift you and your loved ones through life's challenges.
  • Your well-being is our priority. Benefit from our holistic well-being initiatives through Wellbeing@Grab, including health programmes, informative webinars, and vibrant carnivals.
  • Achieve a harmonious work-life balance with our FlexWork arrangements, allowing you to adapt and thrive in your personal and professional life.

We’ve got many different benefits hyper localised in each country. Speak to your recruiter during your interview to find out more.

What we stand for at Grab:

We are committed to building an inclusive and equitable workplace that enables diverse Grabbers to grow and perform at their best. As an equal opportunity employer, we consider all candidates fairly and equally regardless of nationality, ethnicity, religion, age, gender identity, sexual orientation, family commitments, physical and mental impairments or disabilities, and other attributes that make them unique. If you require accommodations to fully participate in the recruitment process, you are encouraged to include your request(s) when applying.

We deliver the greatest impact and ideas when we bring together diverse perspectives. It is what enables us to spread opportunities to Grabbers and our partners. It’s not a box-ticking exercise; it’s who we are.