Executive, Facilities

SINGAPORE RED CROSS SOCIETY; Singapore; On-site; SGD 100,000 - 125,000; Full time

Job summary

A leading organization in Singapore is seeking a Facilities Manager to manage operations, maintenance, and vendor management within a safe and cost-effective office environment. The role requires a diploma or degree and at least 5 years of relevant experience, emphasizing strong organisational and interpersonal skills.

Qualifications

• Minimum a Diploma holder or Degree Holder in the related field.
• At least 5 years of relevant working experience.

Responsibilities

• Oversee, coordinate, and monitor preventive maintenance programs.
• Manage and communicate project activities among vendors and stakeholders.
• Assist in managing the budget for facilities management.

Skills

Organisational skills

Administration skills

Interpersonal skills

Communication skills

Education

Diploma or Degree in related field

Tools

Google/Chrome environment

Building Management systems

Job description

Job Purpose

Manage the facilities management duties to provide a fiscally responsible facilities and facilities related services and systems to its internal and external stakeholders. To ensure an effective, efficient and safe office environment.

Job Responsibilities

Operations

• Oversee, coordinate, and monitor all preventive maintenance programs for SRC equipment, including furniture, lighting, and M&E systems, ensuring timely checks and maintenance.
• Perform periodic inspection and initial troubleshooting to identify the root cause of the problem then liaise with the contractors / service providers to take corrective measures to prevent disruption to the SRC operations.
• Lead and guide support staff in facilities and logistics functions, ensuring efficient, prompt, and cost-effective completion of internal requests.
• Monitor and track adherence to governance policies for security systems, logistics, and facilities maintenance services. Ensure timely contract renewals and payments, optimizing value for money.
• Source competitive vendor quotes for maintenance and repair works, focusing on cost-effectiveness and high service standards.
• Manage all SRC vendors, ensuring compliance with quality, WSH, and regulatory requirements.
• Maintain comprehensive inventory and storage of all facilities-related equipment and accessories for SRC premises.
• Prepare and coordinate logistics setups for various SRC events and activities.
• Conduct regular inspections of SRC premises to ensure upkeep and compliance.
• Undertake additional duties as assigned by the Assistant Head, Admin.

Customers

• Set and manage day-to-day internal and external stakeholders’ interaction and expectations effectively and efficiently.
• Manage and communicate project activities among vendors and stakeholders of the projects
• Serve as the primary contact for inquiries, feedback, and complaints regarding SRC premises, providing timely responses and updates to all stakeholders.
• Manage stakeholder inquiries, feedback, and complaints concerning SRC premises, ensuring prompt responses and transparent communication on resolutions.

Administration

• Assist Reporting Officer in managing the facilities management portion of the Administration budget and to ensure that it is within its budgetary limits.
• Assist in the development, review and implementation of policies and standard operating procedures for all facilities management functions.
• Review of routine maintenance task, schedule, performance measure and analysis.
• Monitor and track all contracts under facilities management purview.

People Management

• Assist in the development of support staff’s level of competence to ensure that they remain continually relevant in meeting individual and corporate goals.
• Work closely with the senior management and departmental heads to develop organisational policies and processes that will support and meet cross departmental needs and timely service delivery.

Fleet Management

• Ensure that all SRC vehicles are running efficiently and are well maintained; arrange for maintenance servicing.
• Schedule for LTA inspection and renewal of road tax.
• Monitor the fleet activities and vehicle acquisition and disposal.
• Implement safety and security measures and maintain tracking software.
• Negotiate for the best fuel deal.
• Maintain costs within budget.

Job Specifications

Qualifications and Experience

• Minimum a Diploma holder or Degree Holder in the related field.
• At least 5 years of relevant working experience.

Additional Skills and Knowledge

• Good knowledge in Google/Chrome environment, Building Management, Property and Constructions will be an advantage.
• Good organisational and administration skills are essentials and the ability to prioritise the workload effectively and meet deadlines.
• Good interpersonal skills and excellent communication skills, both verbal and written.

Desired Behavior

• A good team player and able to work independently.