Senior Regional Executive, Facilities Management

WECRUIT PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading facilities management company in Singapore seeks a candidate to handle financial tasks, ensure compliance with safety standards, and manage vendor relationships. Key responsibilities include executing financial processes, conducting regular safety inspections, and overseeing outsourced security operations. The ideal applicant should have experience in financial management and facilities operations, alongside strong communication skills.

Qualifications

• Experience in financial processes and facilities management.
• Strong ability to manage vendor relationships and procurement.
• Knowledge of occupational health and safety compliance.

Responsibilities

• Execute all financial-related tasks to support facility services.
• Ensure overall safety compliance by conducting regular inspections.
• Deliver quarterly reports on safety, waste, and water usage.

Job description

1. Finance

• Execute all financial-related tasks to support facility services.
• Act as administrator for the purchase system related to facilities, if required.
• Assist with the registration of new third-party vendors in accordance with policies and procedures.
• Create Purchase Order (PO) requests on behalf of the facility management team.
• Perform Goods Receipt (GR) for POs after confirmation by the requester.
• Support timely completion of financial processes and assist local Singapore finance as needed.
• Maintain trackers to monitor financial processes and ensure timely payments.
• Escalate any potential risks of late payment or financial issues that may impact facility operations.

2. Occupational Health, Safety & Environment

• Ensure overall safety compliance by conducting regular inspections.
• Address findings promptly and manage safety of equipment and workspace.

3. Sustainability Compliance

• Supplying energy consumption data to the SDG consultant (ESPG region).
• Assisting the Regional Facilities Manager with data submission.
• Delivering quarterly reports on safety, waste, and water usage.
• Participating in sustainability and carbon credit initiatives.

4. Physical Security Operations Management

• Oversee outsourced security provider operations.
• Renew vendor contracts.
• Manage daily security activities.
• Respond to incidents promptly.
• Coordinate VIP guest registration.

5. Vendor & Stakeholder Management

• Effectively manage IFM (Integrated Facilities Management) service providers to meet service level expectations.
• Build and maintain strong relationships with stakeholders to ensure smooth program and procedure delivery.
• Physically verify and complete occupancy data with the IFM service provider.

6. Procurement & Vendor Management

• Review maintenance and service practices of M&E contractors for quality assurance.
• Plan and manage budgets for all FM-related contracts.
• Oversee vendor contracts for technical services.

7. Site Operations

• Collaborate with IFM providers for smooth M&E, plumbing, and building operations.
• Provide emergency call support and on-site presence when required.
• Manage M&E project scopes to ensure quality and on-time delivery.
• Implement innovation initiatives to reduce costs and increase operational efficiency.
• Continuously optimize processes, tools, and documentation.
• Ensure achievement of KPIs and SLAs.
• Perform monthly space planning and occupancy reporting through physical headcounts.
• Administer badge access programming and resolve badge-related issues for users and visitors.
• Oversee and manage ad-hoc facility projects.

8. Events Management

• Set up spaces for event celebrations, including light furniture arrangement.
• Order decorations and liaise with landscaping vendors for festive plants.
• Plan and coordinate celebrations for festive holidays.
• Assist with event vendor coordination and stakeholder requests when needed.