Operations Executive

Methodist Welfare Services; Singapore; On-site; SGD 66,960 - 89,280; Full time

Job summary

Methodist Welfare Services in Singapore seeks a proactive Facilities & Operations Manager to oversee maintenance, safety, and administrative functions at the Home. You will supervise a multi-disciplinary team, coordinate with contractors, and ensure reliable daily operations in a care environment.

You will lead tendering, manage inventory, enforce safety standards, and drive process improvements while supporting budgets and reporting. Experience in healthcare settings is valued for this role.

Qualifications

• Minimum Diploma/Degree in Building/Facilities Management or an equivalent.
• Possess 3–4 years of operational experience in facilities, M&E, project management, and procurement, with at least 2 years in a supervisory role. Healthcare sector experience will be considered an added advantage.

Responsibilities

• Conduct regular inspections of facilities, equipment trouble-shoot problems, collate and assess reports on defects and damages and supervise in-house preventative maintenance where feasible
• Advise Management on the overall condition of the building and its facilities and make recommendations necessary improvements and upgrading works.
• Educate and train Operations staff on the proper and safe usage of equipment and installations
• Respond promptly to emergency maintenance calls, including after office hours and during weekends / public holidays
• Maintain accurate and up-to-date documentation of all maintenance and repair works
• Plan, implement and oversee the fire safety system to ensure compliance with all relevant fire and building code requirements
• Supervise the Operations team in the overall upkeep and maintenance of the Home
• Lead tender processes by defining the scope of contractual, project, or renovation works; evaluating quotations/tenders; and making recommendations on the most viable and cost effective proposals in alignment with organisational requirements
• Oversee and manage appointed contractors to ensure compliance with contractual requirement service standards and safety regulations
• Monitor schedule of contracts and activate the renewal process in a timely manner
• Verify completion of works and certify supporting documentation prior to processing payment
• Design, implement and maintain an effective storage and dispensing system for goods and assets to ensure proper control and accountability
• Oversee the recording, storage and issuance of donated items, ensuring proper documentation and traceability
• Supervise inventory management of medical and non-medical supplies, ensuring accurate records are maintained and adequate stock levels are available to support operational requirements
• Oversee and ensure the efficient day-to-day operations of the Maintenance, Security, Laundry, Food service, Front Desk and Transport (Driver) functions
• Lead and manage the Teams under Maintenance, Front Desk, Laundry and Store, including the driver, covering recruitment, staff development, discipline and performance appraisal
• Escalate and report disciplinary matters to Manager in a timely manner
• Ensure full compliance with workplace safety and enhanced operational standards across the Maintenance, Front Desk, Laundry, Store, Kitchen areas and transport services
• Develop, review and maintain operating procedures for the department and ensure adherence to established guidelines and controls
• Verify Invoices prior to payment processing and monitor expenditures to ensure the remain within the approved budget allocation
• Assist the Manager in budget planning and forecasting to ensure adequate provisions are made for proper upkeep and maintenance of the Home
• Coordinate with the IT department on system troubleshooting, user support, and system enhancement matters
• Provide oversight and support for operational compliance functions, including Fire Safety, Workplace Safety, contract management, and incident management, where assigned
• Participating in, and where required, lead inter-departmental work improvement initiatives and projects
• Cover the duties and responsibilities of the Executive – Operational in his/her absence to ensure operational continuity, including cross-deployment of staff and resources where required
• Undertake any other duties and responsibilities as assigned by the Manager or Head of Homes

Skills

Team player

Interpersonal skills

Negotiation skills

Independent worker

Timely delivery

Budget management

Analytical thinking

Education

Diploma/Degree in Building/Facilities Management

Job description

ROLE & RESPONSIBILITIES

Facilities and Equipment Maintenance

• Conduct regular inspections of facilities, equipment trouble-shoot problems, collate and assess reports on defects and damages and supervise in-house preventative maintenance where feasible


• Advise Management on the overall condition of the building and its facilities and make recommendations necessary improvements and upgrading works.


• Educate and train Operations staff on the proper and safe usage of equipment and installations


• Respond promptly to emergency maintenance calls, including after office hours and during weekends / public holidays


• Maintain accurate and up-to-date documentation of all maintenance and repair works


• Plan, implement and oversee the fire safety system to ensure compliance with all relevant fire and building code requirements


• Supervise the Operations team in the overall upkeep and maintenance of the Home

Contract Management

• Lead tender processes by defining the scope of contractual, project, or renovation works; evaluating quotations/tenders; and making recommendations on the most viable and cost effective proposals in alignment with organisational requirements


• Oversee and manage appointed contractors to ensure compliance with contractual requirement service standards and safety regulations


• Monitor schedule of contracts and activate the renewal process in a timely manner


• Verify completion of works and certify supporting documentation prior to processing payment

Inventory Management

• Design, implement and maintain an effective storage and dispensing system for goods and assets to ensure proper control and accountability


• Oversee the recording, storage and issuance of donated items, ensuring proper documentation and traceability


• Supervise inventory management of medical and non-medical supplies, ensuring accurate records are maintained and adequate stock levels are available to support operational requirements

Supervisory Duties

• Oversee and ensure the efficient day-to-day operations of the Maintenance, Security, Laundry, Food service, Front Desk and Transport (Driver) functions


• Lead and manage the Teams under Maintenance, Front Desk, Laundry and Store, including the driver, covering recruitment, staff development, discipline and performance appraisal


• Escalate and report disciplinary matters to Manager in a timely manner


• Ensure full compliance with workplace safety and enhanced operational standards across the Maintenance, Front Desk, Laundry, Store, Kitchen areas and transport services

Administrative Duties

• Develop, review and maintain operating procedures for the department and ensure adherence to established guidelines and controls


• Verify Invoices prior to payment processing and monitor expenditures to ensure the remain within the approved budget allocation


• Assist the Manager in budget planning and forecasting to ensure adequate provisions are made for proper upkeep and maintenance of the Home


• Coordinate with the IT department on system troubleshooting, user support, and system enhancement matters

Others

• Provide oversight and support for operational compliance functions, including Fire Safety, Workplace Safety, contract management, and incident management, where assigned


• Participating in, and where required, lead inter-departmental work improvement initiatives and projects


• Cover the duties and responsibilities of the Executive – Operational in his/her absence to ensure operational continuity, including cross-deployment of staff and resources where required


• Undertake any other duties and responsibilities as assigned by the Manager or Head of Homes

JOB REQUIREMENTS

Qualifications

• Minimum Diploma/Degree in Building/Facilities Management or an equivalent


• Possess 3–4 years of operational experience in facilities, M&E, project management, and procurement, with at least 2 years in a supervisory role. Healthcare sector experience will be considered an added advantage.

Competency Requirements - Core

• A team player with excellent interpersonal and negotiating skills


• Able to work independently and deliver under tight timeline


• Able to monitor compliance with work processes and workplace safety standards


• Able to manage resources – manpower & budget


• Apply analytical thinking towards problem solving