Senior Assistant Manager(9746) - Alexandra Hospital

National University Health System; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

National University Health System in Singapore seeks an Administrative Coordinator to support Facilities Management operations. You will ensure smooth day-to-day admin, plan and track reporting, and liaise with MOHH for system and audit matters.

The role requires 3+ years in building administration, strong communication, and proficiency in office software, with the ability to manage multiple tasks within tight deadlines.

Qualifications

• Bachelor degree in Facility Management, Engineering or Business Management.
• Minimum 3 years of working experience in building industry and relevant administrative experience in large organizations.
• Good verbal and written communication skills.
• Experience with contracts, financial, quality and facilities management principles.
• Proficient in office software and able to multi-task under tight timelines.

Responsibilities

• Oversees Administrative processes for FM department (procurement processing, filing, payments, billings, etc).
• Plan and lead administrative duties and ensure meeting submissions timelines and/or deliverables for reporting (Prepare data/KPIs).
• Administrative liaison for IHAM system matters (accounts management, asset registry) with MOHH representatives.
• Assist FM HOD to organise meetings and provide administrative support.
• Organize office records, files, memorandums, etc. in an effective manner.
• Maintain FM department shared information folders and FM assets (minor/ IT).
• Quality check incoming documents such as Operation Maintenance Manuals and As-built Drawings from Project team.
• Maintain currency of master lists of quality records, SOPs, inventory, etc.
• Support audits the hospital subscribes to (IT/DP & FM CSA, MOH Licensing and Inspection, MOH ESS, ISO45K).
• Work closely with FM’s Contract Management Team for audit compliance needs.

Skills

Verbal communication

Written communication

Problem solving

Analytical skills

Education

Bachelor's degree in Facility Management

Bachelor's degree in Engineering

Bachelor's degree in Business Management

Tools

MS Office

IHAM system

Job description

Overview*

Reporting to the FM HOD, you willprovide administrative and office support to the FM team for the smooth-running of the Facilities Management operations in the hospital. You willpropose and implement the administrative strategies, priorities and streamline work processes in compliance to prevailing hospital policies and audit requirements.

Job Responsibilities*

You will be responsible for the following:

• Oversees Administrative processes for FM department (procurement processing, filing, payments, billings, etc)
• Plan and Lead in the administrative duties and responsible for the meeting submissions timelines and/or expected deliverables for reporting purposes (Prepare data/KPIs, etc)
• Administrative liaison for IHAM system matters (accounts management, asset registry, etc) with MOHH representatives
• Assist FM HOD to organise meetings and briefings, providing administrative support.
• Organize office records, files, memorandums, etc. in an effective manner.
• Upkeep the FM department shared information folders and FM assets (minor/ IT, etc)
• Quality check to incoming document, eg. Operation Maintenance Manuals and As-built Drawings received from Project team.
• Oversees the currency of master list of quality records, master document for SOPs, inventory, etc
• Participate and support in audits that the hospital subscribes to eg IT/DP & FM CSA, MOH Licensing and Inspection, MOH ESS, ISO45K audit, etc.
• Work closely with FM’s Contract Management Team for audit compliance needs.

Requirements*

Qualification Required and Area of Discipline

Bachelor degree preferably in Facility Management, Engineering or Business Management.

Required Competencies and Capabilities (Skills, Experiences, Professional Licences, etc)

• Minimum 3 years of working experience in building industry and relevant administrative experience working in large organizations.
• Good verbal and written communication skills
• Experience with contracts, financial, quality and facilities management principles.
• Possess good communication and written skills, problem-solving and critical thinking skills
• Proficient in office software
• Ability to multi-task and work under tight timelines
• Good analytical and organization skills