Job Description

Posted
24-Jul-2022
Service line
GWS Segment
Role type
Full-time


Areas of Interest
Facilities Management


Location(s)
Singapore - Singapore


JOB SUMMARY


The purpose of this position is to provide assistance to the facility management team to ensure the successful competition of client facility needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES


Operations

• Manage general administrative/soft services activities such as janitorial, landscaping, etc. and any other duties as assigned
• Inspect the office every day to ensure is a safe, clean, and presentable workplace for all
• Ensure the day-to-day operations excellence for sites under your management and coordination
• Ensure set SLAs (Service Level Agreements)/KPIs (Key Performance Indicators) are fulfilled
• Asset/Inventory Management
• Day-to-day “Operational” Management of vendors to ensure required vendors are assigned within SLA response time, to attend to facilities-requests and ensuring No “Down-time” on critical items and/or escalated customer complaints
• Ensure all facilities related documentation is filed and inventoried properly at site
• Make sure a timely submission of invoice from the vendor to the finance department and payment are made on time
• Managing and overseeing of pantry supplies, stationery and first aid items replenishment
• Coordinate with vendors to ensure that pantry and vending machine items are always in stock
• Ensure all employee services are managed and delivered as per customer expectation/satisfaction within SLAs/KPIs; Any adhoc/special requests to have the necessary approvals prior to implementation
• Assist in the preparation of reports and analysis
• Management of customers key card access application, termination & related services
• Other adhoc task assigned from time to time depending on business requirements
• To ensure that all the SLA’s regarding booking requests, event, and co-ordination are met
• Primary coordinator for conferences and big group events
• Liaise with requestor to support the development of and understand the requirements for each event
• Maximising meeting space utilisation by supporting the reservation and meeting space management process working with customers and the team to effectively use meeting space including addressing space conflicts and negotiating space needs
• Supporting day-of execution including coordination with team/vendors, last minute logistical needs, ensuring effective set-up/execution of event and providing course correcting instructions/directions, when needed
• Managing and fostering relationships with team/vendors and other key stakeholders through effective communications, collaboration, and engagement
• Performing post event duties such as expense processing, event success assessments and assisting collecting feedback from requester
• Generate reports for meeting room, events, and calls.
• Follow department policies, procedures and service standards
• Assist and actively participate in the Annual events such as fire drill, annual shut down etc.

• Budgeting of OPEX and CAPEX works
• Verify all vendor payment
• Support to issue PO for adhoc requirements

• Strong interpersonal skills with a service mindset (customer oriented)
• Highly self-motivated to work in a client environment
• Team player and able to work independently; able to cooperate and work well with others to meet targets
• Goal-oriented and driven to resolve issues quickly
• Good written and strong verbal communication skills
• Strong problem-solving skills and ‘can do’ attitude
• Flexible, confident, motivated, energetic, and trustworthy