Senior Administrative Officer

1.Support daily operations and monitor vendor performance

• →Support Service Delivery Manage (SDM) in daily operations for the Bank’s outsourcing service and other services, for example:
  • →Place order in vendor’s system
  • →Ad-hoc service arrangement (e.g. relocation of service points, change of service schedule etc.)
  • →Update details of service points, vendor staff list and relevant documents
  • →Handle material request (e.g. mailing bags/ seals)
  • →Handle enquiries from other departments

• →Monitor vendor performance
  • →Assist in site visit arrangements
  • →Regular checks/review of vendors’ services
  • →Follow up with vendors on issues/service failure/incidents, with timely escalation and provide updates/reports to relevant parties
  • →Collaborate with vendors and other departments when smooth out operation/ issues within the workplace.

2. Reporting

• →Review reports from vendors to ensure accuracy and meeting the agreed service level, with timely submission
• →Follow up the report if there are any issues/discrepancies
• →Collect data from vendors and prepare internal reports

3. Arrange purchase and payment requests

• →Raise purchase order in our Corporate Purchasing (COUPA) system
• →Verify invoices from vendors and submit payment application via COUPA
• →Prepare PeopleSoft payment template for non-COUPA payment

4. Schedule and coordinate internal and external meetings

• →Arrange meeting scheduling
• →Prepare related meeting material (e.g. agenda, meeting minutes, supporting documents, etc.)
• →Follow up action items discussed in meetings

5. Assist in regular review of service processes/ documents

• →Assist SDM to update relevant documents/ manual upon changes or regular review exercise
  • →Standard Operating Procedures
  • →Business Continuity Plan (BCP)
  • →Incident escalation list

6. Assist to drive the different projects

• →Under daily operational experience, assist in driving different initiatives (such as workflow simplification, saving, paperless, etc.)
• →Assist SDM to negotiate with vendor to identify any opportunities

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

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