Senior Regional Executive, Facilities Management - WC2

WECRUIT PTE. LTD.; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A facilities management company in Singapore is looking for a professional to oversee financial tasks, safety compliance, vendor management, and smooth operational processes. The candidate will manage security providers and contribute to event management. Strong organizational and problem-solving skills are essential for this role, which requires collaborating with various stakeholders to ensure facility operations are executed efficiently.

Responsibilities

• Execute all financial-related tasks to support facility services.
• Ensure overall safety compliance by conducting regular inspections.
• Supply energy consumption data to the SDG consultant.
• Oversee outsourced security provider operations.
• Effectively manage IFM service providers and stakeholder relationships.
• Review maintenance and service practices of M&E contractors for quality assurance.
• Collaborate with IFM providers for smooth operations.
• Set up spaces for event celebrations and coordinate with vendors.

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.