JOB SUMMARY
To provide facilities and administration support to the organisation
JOB SCOPE/ KEY RESPONSIBILITIES
Facilities Management

• Ensure a clean and safe environment for all SPD premises in compliance to all authorities’ guidelines such as BCA, NEA, SCDF, WSH etc

• Main point of contact and manage all outsourced facilities management service vendors to ensure full compliance to the contract scope and requirement and review all vendors’ performance yearly

• Assist supervisor in planning for emergency response plan including fire safety management, pandemic plan and etc

Transport Management

• Assist in supporting daily transport operations of SPD’s vehicles and outsourced vendors

• Manage own vehicle fleet maintenance and scheduling for servicing

• Assist in reviewing work order, delivery order and service report before processing invoices for payment

Project Management

• Handle new renovation and upgrading works

• Support all project activities according to schedule and ensure claims are submitted timely and accurately to the funding bodies and authorities. Examples of such projects include renovation and cyclical maintenance projects

• Coordinate with internal stakeholders and vendors to ensure all communications and safety aspects comply

Administrative Functions

• Perform sourcing, evaluation of quotations and seek approval for purchases

• Undertake purchase arrangements to ensure value for money purchases for the benefit of the organisation and clients

• Prepare/update and file documentations such as contracts, service requests, certifications, insurance, financial records (e.g. invoices, billing, etc.) etc. required for the operations and meeting funding/audit requirements

• Administer and ensure proper filing of all SPD’s contracts and agreements

• Coordinate and support the renewal of contracts and agreements required for the operations

Support Other Administrative Activities and Events

• Provide logistic support to other stakeholders for SPD events and activities e.g. Board Meeting, Committee Meeting, Managers’ Meeting etc

• Support all administrative works such as managing card access, printing and phone line management, etc

• Ensure proper management of key register and loan of office equipment

• Other administrative duties as assigned

JOB HOLDER REQUIREMENT

• Diploma/Degree holder in any discipline

• At least 5 years of relevant working experience for Diploma holder and 3 years of relevant working experience for Degree holder

• Personnel who does not meet the minimum education qualifications but has at least 10 years of relevant working experience can be considered

• Personnel with relevant experience in similar capacity of facilities management will be consider for Senior Executive position

• Proficient in Microsoft Office and Excel preferred

• Knowledge of ERP (Microsoft Dynamic 365 Business Central) will be an advantage

• Proactive, meticulous, possess good communication and interpersonal skills and a good team player