The Corporate Services Coordinator is responsible for arranging and delivering a diverse range of Facilities and Corporate Services ensuring exceptional customer service and high standards of performance. The role is responsible for ensuring the smooth and efficient operation by managing the day-to-day maintenance of the building, coordinating and assisting corporate events, overseas office services, and ensuring a safe, clean and functional work environment for all employees.
Primary Role Responsibilities
The Corporate Services Coordinator the first point of contact for the broader Corporate Services team for the day-to-day coordination of requests from the Bank’s staff members.
This is a fast-paced, demanding, multi-faceted role dealing with internal staff from all departments within the Bank and with our external vendors and contractors. The position requires occasional evening and weekend work to oversee certain maintenance works, special projects or event.
* Corporate Services
* Team Mailbox Management – Monitor incoming emails sent to “AU Facilities Service Requests” and to liaise with the broader team, ensuring all email requests are responded and actioned on in accordance to the SLA and KPI’s (immediate to urgent requests / up to two hours to respond to the requests, and complete the request or provide follow-up within 24 hours). This task requires swift assessment of issue, proactive trouble shooting, determination the course of action required, and follow-up closely the status of the tasks until completion.
* Procurement of Vendor Services – Assist with the procurement and ordering of office equipment and stationery, general office supplies and printed stationery by following the TPRM (Third Party Risk Management) procedures and obtaining management approval. This will require liaison with external vendors throughout the procurement procedures from performing KYS, ordering, invoicing and association administrative requirements. Maintain and update the vendor registry.
* Office and Pantry Supplies Management – Administer the pantry suppliers vendor account, including the coordination of change of quantities and associated invoicing; perform regular stocktake of stationery cupboard in the Utility Rooms an replenish items that are running short, perform monthly stocktake of the wine cellar, review consumption records, arrange purchase of food and beverages for both internal and client events.
* Records Management – Administer the storage vendor account for the Bank, including the handling of internal new archiving or retrieval requests raised by staff members, placing orders to the vendor, arranging the logistics, assisting with the delivery of archive boxes, checking and processing of invoices, and perform annual reconciliation of records that are >7 years.
* Cab-charge Issuance and Management – Coordinate new and cancelled cab-charge card requests, set-up staff profile, undertake bi-annual reconciliation, follow-up inquiries or reported issues, generate expense report for management oversight.
* Bank Car Maintenance – Coordinate annual car services, registration, and insurance renewal, and to ensure completion of the fortnightly car wash.
* Expat Residential leases – Assist with the administrative tasks relating to the monthly rental invoicing and payment processing, and to liaise with the real estate agent to coordinate property maintenance or repair requests on behalf of the expats.
* Travel Management – Assist with Concur new travel profile creation for employees and the associated travel booking requests when required.
* Facilities Management
* Physical Assess Control – This role is primarily responsible for the daily programming of the Bank’s staff access cards in the security access control system, ensuring staff are rightly granted access to the office spaces by complying to all segregation requirements. The tasks include the arrangement of new cards to new joiners, temporary cards for visitors or vendors, cancellation for leavers, maintaining the register of the access cards for all kinds of requests – new, returned, replacement, lost). This will require liaison with building management and HR as part of the procedures.
* Base Building Liaison – Liaise with the building management team in relation to repairs and maintenance requests within the Bank’s leased areas on the common floor space, including logging of jobs using the Dexus Property Group services portal.
* Regular Repairs and Maintenance Coordination – Diarize and coordinate regular repairs and maintenance list across the calendar year, liaise with the broader team to arrange internal resource to monitor the jobs, ensure the jobs are completed, and update staff members of the Bank the status in writing, when required.
* Invoice Processing and Handling
* Invoice Processing – Process invoices associated with the Facilities and Corporate Services upon receipt on a timely manner, ensuring the right approval is obtained, and the correct credentials (cost centres, general-ledgers) are inputted on the documents before their submission to Accounts Payable Department.
* Monthly Reconciliation – Administer the suspense accounts reporting to Local Finance and APAC.
* Control and Governance
* TPRM Control – Ensure KYS and procurement controls are strictly followed in tendering and/or procurement of new services or office items and/or supplies.
* Procedure Writing – Assist with the regular update of the standard operating procedures related to the Team’s operations, and to contribute to process improvements by making suggestions
* Contribute to Regular Control Assessment and IG Audit – Contribute to periodic control, independent assessment or IG audit upon request, including but not limited to, extracting reports from the security access control system, collating information which will require collaboration within Facilities & Corporate Services Team or other departments.
* Project Coordination
* Assist with project items, requirements and ad-hoc duties as when they arise
* Conduct market research including sourcing, pricing and tender analysis of vendor services and provide results and suggestions to the broader team.
* General Team Administration
* Assist with answering Intercom phone calls from L4 main entrance door for the Team.
* Administer MyIAM and Cab-charge action items and to ensure timely closure.
* Maintain and update department intranet on a regular basis.
Other contributions
* Observe the general office condition and to proactively report conditions and employee feedbacks to the Team and management with the aim of providing quality corporate services and continuous improvement.
* Provide back-up support for the Facilities and Corporate Services Team, and the Outsourced Corporate Reception and Mailroom Teams in the event of staff absence or on leave. This may include working additional hours to assist in covering the tasks when required.
What is required for you to succeed?
* Previous facilities experience in a corporate office within the banking and financial services or professional services sector is highly preferred.
* Previous experience administering a security access control system would be an advantage.
* Demonstrated experience as a Facilities Management professional with .welcoming, efficient and proactive approach.
* Excellent written and verbal communication skills.
About BNP PARIBAS
As the leading European Union bank, and one of the world’s largest financial institutions with an uninterrupted presence in the region since 1860, BNP Paribas offers a wide range of financial services for corporate, institutional and private investors spanning corporate and institutional banking, wealth management, asset management and insurance.
We passionately embrace diversity and are committed to fostering an inclusive workplace where all employees are valued and encourage applicants of all backgrounds, including diversity of origin, age, gender, sexual orientation, gender identity, religion applicants who may be living with a disability. We have a number of internal employee networks in place to empower our staff to act and challenge the status quo.
BNP Paribas PRIDE is highly active in favour of the LGBTQIA+ community
BNP Paribas MixCity which fosters better representation of women at all levels of the organization
Ability, the mutual aid network for employees with a disability or a disabling or chronic illness
BNP Paribas CulturAll which celebrates diverse backgrounds
BNP is committed to financing a carbon-neutral economy by 2050. The Group is a founding member of the Net-Zero Banking Alliance and has set up its own Low Carbon Transition Group to support its clients through their energy transitions.
If you require any reasonable adjustments during the recruitment process, please feel free to reach out to us at au.nz.recruitment@asia.bnpparibas.com or 9221 3026
[1] https://careers.apac.bnpparibas/
More information
[2] BNP Paribas – Diversity & Inclusion Journey
[3] BNP Paribas – The Bank Of Green Changes
Award Obtained
BNPP has won Top employer Europe award in a 10th consecutive year