Assistant Manager, Facilities Management Development & Administration

Jurong Port; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Jurong Port is seeking an experienced Office Administration & Facilities Manager to ensure smooth operation of office systems and manage the Admin team. You will oversee SOPs, staff schedules, procurement, and despatch activities while driving cost efficiency across utilities and budgets.

The role covers canteen operations, fleet management including EV transition, office space planning, and renovation projects to meet timelines and budgets. Strong leadership and communication are essential.

Qualifications

• Preferably Degree or Diploma in Business Administration
• Minimum 3 - 5 years of relevant experience in office administration and facility management with substantial managerial experience to lead and spear head the department.
• Good communication and interpersonal skills
• Excellent motivational & leadership quality
• Tactful in dealing with customers
• Good initiative & resourceful
• Well organised with attention to details

Responsibilities

• Ensure smooth and efficient operation of all office systems and admin processes.
• Oversee Admin team to ensure department functions effectively.
• Establish SOPs for parking, gate systems, and related work.
• Plan staff schedules and internal transport.
• Oversee daily despatch and procurement processes.
• Plan and manage office renovation projects within time and budget.
• Manage staff canteen operations and ensure hygiene.
• Lead Canteen Committee on hygiene and cleanliness.
• Manage vehicle fleet and staff transportation including EV transition.
• Establish policies for office space and hot desking.
• Monitor utilities, budgets, and drive cost optimisation.

Education

Degree or Diploma in Business Administration

Job description

Jurong Port’s multipurpose port operating expertise includes efficient handling of general, bulk and containerized cargo, management and operations of the Tuas Offshore Marine Centre, and Lighter Terminals in Penjuru and Marina South. Besides Singapore, Jurong Port is involved in overseas joint ventures in China and Indonesia. In 2016, Jurong Port’s local and overseas terminals handled close to 35 million tons of general and bulk cargo, and 560,000 TEUs of container cargo.

The Responsibilities

To ensure the operation of office administration & systems are well controlled & maintained.

• Ensure smooth and efficient functioning of all office systems such as telephones, copier machines, sound systems, projectors, call conference equipment, fax machines, shredders & binding machines, beverages & biscuits, car park management, tenants’ season parking, staff and homeport internal transport, etc.
• Oversee the Admin team to ensure the whole department function effectively to provide services as above stated.
• Establish SOPs for necessary area of work like car park, season parking procedures, gate systems and policies.
• Plan out the schedules for staff and internal transport.
• Oversee daily internal & external despatch works are carried out promptly and on time.

Comply with purchasing policy & guideline, plan & control tender & procurement functions by sourcing for competitive pricings to meet yearly opex & capex budgets forecast.

• Prepare & forecast a realistic yearly department capex & opex budgets by taking into consideration of business requirements.
• Comply all office equipment/purchases, term contracts & projects with purchasing policy & guideline by raising purchasing requests & specifications of product or services through CPU for processing of RFQ or Tender to source for competitive price.
• Monitor the monthly expenses as against budget to identify causes of over spending and provide remedies to resolve problems identified.

Plan & manage office renovation projects to complete within stipulated time-frame & budgets.

• Plan & organise projects’ schedules, details as well as costings.
• Seek approval for project/renovation ideas, budgets & expenses.
• Monitor and follow through the project’s renovation details to ensure that works are carried out according to requirements & within approved sum to meet completion date.

Manage Staff Canteen to ensure food hygiene standard and cleanliness of cafeteria & canteen to meet NEA requirement. (when available)

• Tender for cafeteria/canteen operator as and when required.
• Plan & establish policies for runningCanteen.
• Work with the cafeteria operator to maintain environmental and food hygiene as well as to provide good and quality food and snacks for meeting, trainings & events.
• Lead Canteen Committee to manage Canteen covering food hygiene issues, general & yearly cleaning of the whole canteen, kitchens’ cleanliness of the stall-holders.

Manage Vehicle Fleet and Staff Transportation

• Establish the optimal fleet size required and tender for EVs and support required for EVs.
• Manage ICE vehicles until the eventual conversion to EVs.
• Manage the centralised booking system for vehicles.
• Manage the maintenance for vehicle fleet.
• Manage vendor for the transportation of staff office and internal bus route and schedule

Office Space Management

• Establish the policy for office space management to support hot desking.
• Plan for any office space requirements to support any relocation of division staff.
• Responsible for office space requirements in the event of contingency needs (like major renovation or for business continuation).

Utilities Management

• Manage the administration of utilities, including monitoring utility consumption, ensuring timely submission of meter readings, processing accruals and invoices, and maintaining accurate utility records.
• Prepare and monitor utility budgets and expenditure, analyse consumption trends, and recommend cost optimisation measures while ensuring budgetary compliance.
• Drive process improvement initiatives by identifying and implementing innovative or digital solutions to streamline utilities management, enhance operational efficiency, and improve data accuracy.

The Requirements

• Preferably Degree or Diploma in Business Administration
• Minimum 3 - 5 years of relevant experience in office administration and facility management with substantial managerial experience to lead and spear head the department.
• Good communication and interpersonal skills
• Excellent motivational & leadership quality
• Tactful in dealing with customers
• Good initiative & resourceful
• Well organised with attention to details