Job Description

Do you want your voice heard and your actions to count?
Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), one of the world's leading financial groups. Across the globe, we're 150,000 colleagues, striving to make a difference for every client, organization, and community we serve. We stand for our values, building long-term relationships, serving society, and fostering shared and sustainable growth for a better world.
With a vision to be the world's most trusted financial group, it's part of our culture to put people first, listen to new and diverse ideas and collaborate toward greater innovation, speed and agility. This means investing in talent, technologies, and tools that empower you to own your career.
Join MUFG, where being inspired is expected and making a meaningful impact is rewarded.
About the Role:
Manage General Administration and Vendor management as part of Centralized Administration function, including but not limited to functions like Outsourcing, Facility Management, Procurement & Vendor management, Expat management, Transport Management, Regulatory reporting etc.
Job Profile
Primary Responsibilities: -
1. Operational Support

• Assist in day-to-day administrative operations across branches.
• Coordinate with vendors for service delivery and issue resolution.
• Maintain records and documentation for facility and vendor-related activities.

2. Financial

• Support cost control initiatives by comparing vendor quotations.
• Assist in preparing rate comparisons and basic negotiation inputs.

3. Customer Service

• Respond to internal staff queries related to administration.
• Maintain courteous and timely communication with vendors and service providers.

4. People & Coordination

• Provide support to team members on routine administrative tasks.
• Maintain a helpful and service-oriented attitude while dealing with staff and vendors.

5. Compliance

• Ensure adherence to internal procedures and regulatory guidelines.
• Assist in documentation and reporting related to outsourcing and facility compliance.

Detailed :

• Outsourcing :

• Ensure the smooth implementation of Outsourcing & TPI procedures across the bank
• To assess, evaluate and categorize all Outsourcing arrangements proposed by different teams.
• Ensuring due diligence, periodic screening and annual reviews of Outsourced contracts
• Maintaining TPSP (third party service provider list, look for opportunities to reduce TPSP and timely reporting to regional office
• Preparation and submission of periodic Outsourcing reports to HO

• Facility management

• Ensure administrative support and to provide prompt response and resolution to queries and issues.
• Renewals of all AMC's, ARC's & contracts in timely manner and to ensure compliance with MUFG policies and cost effective services are provided to the Branch.
• Responsible for the daily supervision of the Facilities team and ensuring the smooth and efficient operation of activities relating to office upkeep, maintenance, renovation etc.
• Accurately ensure the smooth functioning of security process, CCTV, Call logger (IPC & General), video-conferencing system, access control system etc.

• Expat management.

• Managing residences lease and furniture rental agreements.

• Budget & HO Reports

• Assisting the management in managing facility related investments of the branch and coordinate with HO for appropriate reporting and budget.
• Various HO & Finance report submission
• Asset Management: Manage Bank's assets and annual verifications.
• Document Management : Manage and supervise document management, retrieval and conduct annual inventory checks.
• Insurances - Insurance of Office premises, residences, vehicles, assets, cash etc.
• Vehicle Management

• Supervise the Branch's vehicles/drivers, including managing the vehicle maintenance.
• Support with activities including but not limited to meeting and travel/transport coordination and supporting ad hoc events.
• Vendor Management :Coordinate with vendors for invoice submission, maintain due date control tracker and accurately review/ verify invoices
• Compliances : - To ensure premises, labour and all statutory compliances are adhered to.

- Complying to internal bank's policies as well as Regulator's guidelines
People Manager or Individual Contributor: Individual Contributor
Key Relationships:
External
Vendors & Service providers: Manage the relationship and negotiate as required .-Liaise with external service providers/agents/landlords/building mgmt/govt officials to ensure a good quality of service is provided to the organization
Internal
Coordination and collaboration with departments like Finance, Legal, HR, Treasury, Compliance, Audit etc.
Skills & Knowledge:

• Work experience in General Administration
• Excellent Written and verbal communication skills
• Good presentation skills - Powerpoint preparation
• Analytical and critical thinking
• Strong interpersonal skills
• Strong organizational skills and a problem solving attitude.

Education & Professional Qualifications: Graduate/Post Graduate in any discipline
Length & Type of Experience : Upto 10 years
Mitsubishi UFJ Financial Group (MUFG) is an equal opportunity employer. We view our employees as our key assets as they are fundamental to our long-term growth and success. MUFG is committed to hiring based on merit and organsational fit, regardless of race, religion or gender.

Skills Required