Assistant Manager (Housekeeping)

National University Polyclinics; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

A leading healthcare institution is seeking a contract management officer to ensure proper vendor compliance and oversee daily operations. The successful candidate will hold a Bachelor’s degree and have a minimum of 3 years' experience in contract management, preferably within a healthcare or hotel setting.

Qualifications

• Preferred experience in contract management in Healthcare / Hotel Setting.
• Minimum 3 years of related experience required.
• Strong interpersonal and communication skills mandatory.

Responsibilities

• Manage vendors to ensure compliance with service contracts and KPIs.
• Oversee daily operations and resolve any vendor-related issues.
• Maintain documentation and assist in annual budget planning.

Skills

Interpersonal skills

Analytical

Communication

Teamwork

Education

Bachelor’s degree in any discipline

Job description

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Overview
The incumbent will support his/ her Reporting Officer in the management of vendors to fulfil service contract obligations. She will also assist with all related planning, coordination, staffing, and administration of daily operations. He/ She is accountable to the Institution Lead (AH), Group Hospitality for proper contract management and operationalisation at the institutional level.

He/ She will deputise the Reporting Officer and cover the duties in his/her absence.

Job Responsibilities
You will be responsible for the following:

1) Contract Compliance and Execution

• Ensure contract management and administration are fully compliant with contract terms and conditions, as well as NUHS Contract Management Policy and Audit Compliance
• Analyse all requirements and provisions in contracts, including terms and conditions to work with vendor on implementation and compliance

2) Vendors’ Performance Checking & Validation

• Conduct workforce qualifications/ competency assessment before allowing deployed staff to work in certain critical areas in hospital
• Ensure all services rendered by the vendors meet the service standards set in the KPIs and users expectation
• Ensure vendor performance reports are validated using source data
• Conduct 20% sampling check on the accuracy of contract KPIs that are compiled manually at institutions monthly
• Ensure contract checklists are completed when verifying the contract and vendor performance monthly
• Escalate issues to Institution Lead,Group Hospitality Services if necessary

3) Daily Operations

• Oversee daily operations, user department requests and troubleshoot issues with vendor (if any)
• Raise PRs/ POs for the procurement of institution specific purchases in accordance with NUHS Procurement Policy
• Ensure vendor is compliant with Workplace Safety regulations
• Ensure institution BCP is in place with drills being planned and validated annually
• Manage in-house inventory (e.g. linen) (if applicable)
• Ensure fixed assets are tracked and maintained according to maintenance plan (e.g. patient trolleys, wheelchairs, food trolleys)

4) Payment / LDs

• Ensure that contracts are executed accordingly, all KPIs are verified, with contract checklists completed and supporting documents appended, before submitting payment to Institution Lead for approval
• Work with Institution leads to claim LDs for non-performance

5) Knowledge Management Repository

• Maintain good documentation (e.g. records of all contracts, records, reports, documentation, minutes of meetings with vendors)

6) Annual Budget Planning

• Assist Institution Lead (AH), Group Hospitality to collate required expenses during the annual budgeting exercise
• Ensure budget is utilised according to planned activities
• Coordinate with Finance to ensure correct billing according to contractual obligations

7) Project Management

• Lead or participate in assigned projects and tasks assigned by Institution Lead (AH), Group Hospitality

Requirements

• Bachelor’s degree in any discipline, preferably in contract management in Healthcare / Hotel Setting
• Minimum 3 years’ of related experience
• Good team player
• Strong interpersonal skills
• Good writing and communication skills
• Analytical, meticulous, and high level of initiative

If the role sounds interesting to you, please contact ‘[e-mail]’ to understand more on the role. Please indicate the position that you are interested in the subject heading