Job Description

Job Summary The role is for a seasoned Head of Workplace Services, APAC, based in Singapore, who is primarily responsible in managing the Workplace Services Department in Singapore. The role will act as a subject matter expert and provide guidance and oversight to Workplace Services departments across Schroders offices in Asia. The individual will directly manage the Singapore office with support from a small team of three, which is a key hub for the region. The role will ensure effective and efficient operation of the workplace services function and to provide a secure, safe and sound environment for all staff working in the Schroders offices in Asia. The Singapore Workplace Services Department covers a broad range of services, including but not limited to operational support, facilities management, vendor management, business continuity management and budgeting. Travel within region will be limited to less than 25% of the role. Detailed Responsibilities APAC Responsibilities

• Working with Workplace Services, London across Workplace Strategy, sustainability reporting, sustainability mitigation initiatives and real estate projects, combining space and contractual requirements for the APAC region.
• Help to develop long term real estate strategies and support with implementation for the APAC region.
• Manage property transaction processes and be a pro-active advocate for developing workplace solutions. The role will be expected to deliver certain projects autonomously.
• Interact with multiple stakeholders including internal clients and team members from multiple work streams, as well as working with several external consultants.
• Assist with all aspects of design, engineering, scheduling, sustainability, and budgeting for new projects in APAC including site assessment, conceptual design, basis of design, scope of work, and development of construction documents.
• Track, monitor and report on status of all real estate, health and safety, sustainability and physical security initiatives including preparation of required deliverables.

Singapore Office Responsibilities Operational Support

• Maintain an effective and efficient office operational support for all functions and all staff.
• Responsible for the design and smooth running of office operational support (non-IT and trade related) for the organisation; including the identification and resolution of issues in a timely manner.
• Communicate with key stakeholders across all seniority levels.
• Manage the assets (non-IT related) in the organisation.
• Coordinate with relevant vendor on troubleshooting of office equipment.
• Review and approve all Workplace Services invoices.
• Work with Procurement for any purchases that are valued at GBP10k or more per year.
• Responsible for compliance with internal and external regulations on buildings, office space, safety and security.
• Control and manage CCTV images, if required.

Facilities Management

• Manage and oversee day-to-day facilities related matters including outsourced vendors like mailroom and housekeeping team.
• Manage and co-ordinate office lease-related matters.
• Maintain and ensure a secure, safe and sound work environment for the organization.
• Act as emergency contact personnel with the Landlord.
• Act as point of contact for building maintenance problems.
• Monitor and control all access to building and office by staff and visitors, including the issuance and deletion of Office Security Access card for Schroders and the issuance of new card or deactivation of lost cards for the turnstiles at Office Building lobby managed by Landlord.
• Project manage and coordinate with relevant stakeholders/workgroup on office renovation, office move or restack activities.

Business Continuity

• Support the Group BCM program.
• Liaise with external parties in ensuring the adequacy of recovery plans of key Corporate Services\xe2\x80\x99 service providers.
• Support all BCM-lead initiatives such as industry-wide exercises.
• Coordinate and conduct business recovery exercises with the business units to validate the recovery strategies of business units on a regular basis.
• Support the updating of Business Impact Analysis in the Global BCM tool, Continuity Squared.
• Point of contact or Safe Management Officer for pandemic-related matters.
• Assist the RFP team if there are questions relating to BCP matters.
• Attend, coordinate and contribute to BCP meetings to ensure the Singapore Management or IMT could decide on the right course of action in an emergency.
• Manage and maintain third party recovery site.

Travel Management

• Support the coordination of ground transportation for Singapore office as required.

Sustainability

• Responsible for collating, verifying and uploading all utility, water and waste data to the environmental sustainability reporting tool
• Lead sustainability initiatives for the Singapore office to reduce emissions and align with Group sustainability commitments

Health & Safety

• Responsible for compliance with internal and external regulations.
• Execute the Group H&S program.
• Approve the Cardinus Pace e-learning tool for newcomers.
• Point of contact for all H&S matters for Singapore office.

Budget/Financial Management

• Continuously identify and drive cost savings opportunities and efficiencies.
• Work closely with Finance on items including but not limited to Accounts Payable or Accruals matter.
• Always look out for new opportunities to improve services while containing costs.

Other

• Support charitable, staff and social activities run by the employee-led committees locally.
• Provide prompt and good services to internal customers.
• Lead or participate in any cross-functional or other ad hoc projects delegated by the Management or Chief Financial Officer.

Experience and Qualifications

• Area of specialism: Business, Engineering, Real Estate or Facilities related discipline
• Broad working knowledge of Corporate Real Estate with specialist knowledge in real estate, capital projects or facilities management
• At least 10 years of relevant leadership experience in a multi-national corporation with a focus in corporate services, workplace support and facilities management.
• Strong leadership and interpersonal skills with track record of managing teams across locations and vendors.
• Building technical expertise including Capital and Cost management expertise
• Constantly develop specialised skills in the team that enable them to produce work efficiently and at an effective cost
• Keep abreast of all relevant legislation and ensure compliance
• Keep abreast of best practice and industry trends
• Proven record of delivery of planned benefits against a business plan

Essential Skills

• Strong written and verbal communication skills
• Ability to make key decisions that will have a significant financial and/or operational impact on Schroders
• Committed with high level of energy and good workplace related technical and analytical skills
• Ability to work on multiple deliverables concurrently
• Good interpersonal skillsets and be able to engage internal and external stakeholders effectively.