Administrator, Procurement And General Affairs

• Job Title:Administrator, Procurement & General Affairs
• Department:Business Operations
• Reports to:Manager, Business Operations & VP, Business Operations

Job Summary

This role is responsible for various administrative tasks for Business Continuity Plan, Vendor Management, Lease Agreement, Lease Premise Maintenance, Office Machinery/Equipment Management, Security Control, Fixed Asset Management, Document Management, Company Vehicle Management, Corporate Credit Card Management, and Procurement, etc. The administrator will also be responsible for providing administrative support for both the head office and branches.

Responsibilities And Duties

Manage Business Continuity Plan

• Assist in building and updating the Business Continuity Plan (“BCP”).
• Assist in building and updating the test plan of BCP and reporting the test result of BCP.

Manage the Vendors and Service Providers & Suppliers

• Assist in selecting the vendors and service providers
• Record and update the list of the vendors and service providers & suppliers of the Bank
• Assist in conducting the periodic vendor assessment and update the record.

Manage Lease Agreements

• Assist in reviewing lease agreements of new location, relocations, renovations and relevant changes for the office and branches.
• Assist in reviewing lease agreements of company vehicles, office machinery, etc.
• Update the record of lease agreements such as lease terms and conditions, etc.

Maintain the Leased Premises

• Assist in selecting the vendors and service providers for the repair and maintenance of leased premises by communicating with the management offices or the Landlords.
• Maintain the contacts with the head office’s management offices such as building notices, inquiries for office temperature, ventilation, and lighting, etc.

Control Physical Security

• Assist in developing, implementing and administering all aspect of the Bank’s security & safety program by acting as a liaison between staff and law enforcement authorities when responding to robberies or other crimes.
• Support for branch security-related tasks such as security alarm system, security guard, security camera, etc.
• Provide access management for office entrances such as staff access control, elevator card, long-term visitor, loading dock, moving elevator, etc.

Manage the Company Vehicles

• Assist in managing corporate vehicles such as Bank insurance & drivers’ list update, vehicle mileage update, vehicle licence plates renewal, vehicle logbook, vehicle lease and return, vehicle care service, etc.

Manage Office Machinery

• Assist in managing and maintaining office machinery such as multifunction printer, currency counter, MICR encoder, queue management system, etc.
• Maintain and manage water dispensers, appliances, air purifiers, suppliers, etc.

Manage Fixed Assets Management

• Support for fixed asset management such as acquisition, transfer, disposal, and periodic & Ad-hoc inventory inspection, etc.

Manage the Official Documents

• Assist in developing, implementing and administering the relevant procedures.
• Assist in managing the official documents such as storage, retention, discard, etc.

Manage Corporate Credit Cards

• Assist in managing the corporate credit cards such as new, renewal, cancellation, limit management, etc.

Support administrations of productions

• Assist in managing the third party relationships for outsourcing such as bank forms, bank calendar, etc.

Support General Affairs

• Monthly conduct clean desk check and send it to Compliance Dept.
• Monthly confirm department’s staff vacation/overtime and report to HR Dept.
• Monthly update document security authority
• Monthly conduct Internal Control Checklist and send it to Compliance Dept.
• Quarterly review of user access to the systems
• Manage staff seating signage
• Update the seating plan of head office and branches
• Report book reading support to HR Department

Perform other duties as assigned

• Support account reconciliations operations if required

Skills

• A strong understanding of procurement & General Affairs-related laws and practices is essential.
• Proficiency in MS Office applications is necessary, along with excellent communication and negotiation skills.
• The ability to take initiative, solve problems, and make decisions is crucial, as is effective schedule management.

Qualifications

• A bachelor's degree or a college degree is required.
• Exceptional communication skills in both Korean and English are necessary.
• Proficiency in Microsoft Office is necessary.
• The ideal candidate should possess strong organizational and time management skills, as well as the ability to handle multiple tasks simultaneously and adapt to changing priorities.

Job Type: Fixed term contract

Salary: $45,000.00-$50,000.00 per year

Education:

• Secondary School (preferred)

Experience:

• purchasing: 1 year (preferred)

Language:

• Korean (required)

Ability to Commute:

• North York, ON M2N 6K1 (required)

Ability to Relocate:

• North York, ON M2N 6K1: Relocate before starting work (required)