Job Description

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

• Project managements support on-site where one physical presence is required to ensure projects are delivered as per contract and on project timeline
• Physical on-site survey activities support which require physical meeting of suppliers on external locations and onsite auditors, FMG recviews activities
• Physically validating works are delivered per agreed Service level agreeement on FM deliverables on site
• Payment of monthly invoices, and including other transaction, e.g. stamp duty, property tax, bankers guranteen, etc to be processed where hardcopies, .e.g, signed lease agreement, lease transactions, etc must be filed in accordance to IBM WW retention procedures, and physical cheque collection from banks.
• Provide support to audit and business controls request on site where artifacts must be provide timely which requires physical validation
• Timely excecution of rental and utilities payments for all offices and Data Centers in Singapore or IBM will be liable for late payments resulting in late payment charges
• Other job scopes as follow,

• Fill in lease tracker and PO tracker
• Raise spending request
• Raise Bond and release baby cart (Paper, Maintenance,etc)
• Track paper and stationery usage
• Track Master Purchase Order (MPO) for Facilities Management supplier spending
• Capex requests and handle World Wide Capital Tool (WWCT)
• Maintain financial tracker for projects
• Compile GRE scorecard (quarterly) for validation by country manager
• SOX Testing
• Contact point for Crown record archive process
• Track rental escalation
• Compile and closure of PCR
• Compile lease agreement and documents for management signoff
• Create ManagePath
• Input energy consumption utilities application for DC and Office
• All other admin related activities or task assigned by GRE

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities in this position.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

High school diploma or general education degree (GED) required. Minimum of two years of related experience and/or training.

CERTIFICATES and/or LICENSES

None

COMMUNICATION SKILLS

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence.

Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

FINANCIAL KNOWLEDGE

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

REASONING ABILITY

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and/or ABILITIES

Basic skills with Microsoft Office Outlook. Physical requirements include stooping, standing, walking, climbing stairs and ladders and ability to lift and carry heavy loads of 50 lbs. or more.

SCOPE OF RESPONSIBILITY

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.