Job Description

Areas of Interest

Facilities Management

Location(s)

Singapore - Singapore

JOB SUMMARY

The purpose of this position is to support facility management operations with administration, vendor coordinator, and customer services.

Key Responsibilities

• 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 \xe2\x80\x9cOperational\xe2\x80\x9d Management of vendors to ensure required vendors are assigned within SLA response time, to attend to facilities requests, and to ensure no \xe2\x80\x9cDown-time\xe2\x80\x9d on critical items and/or escalated customer complaints.
• Ensure all facilities-related documentation is filed and inventoried properly at the site.
• Make sure a timely submission of invoices from the vendor to the finance department and payments are made on-time
• Managing and overseeing 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 ad-hoc/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 ad-hoc tasks are assigned from time to time depending on business requirements.
• To ensure that all the SLAs regarding booking requests, events, and co-ordination are met
• Primary coordinator for conferences and big group events
• Liaise with the requestor to support the development of and understand the requirements for each event
• Maximizing meeting space utilization 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 the 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 in collecting feedback from the requester
• Generate reports for meeting rooms, events, and calls.
• Follow department policies, procedures, and service standards.
• Assist and actively participate in the Annual events such as fire drills, annual shutdowns, etc.

Finance Management

• Budgeting of OPEX and CAPEX works.
• Verify all vendor payments.
• Support to issue PO for ad-hoc requirements

Required Knowledge and Skills:

• Good knowledge in technical & M&E
• 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 a can-do attitude
• Flexible, confident, motivated, energetic, and trustworthy

You should be mobile and capable of working anywhere because you will perform daily check-ins around the front office and lobby to achieve a high user satisfaction score. Whatever mix-ups or jams you spot, you should be quick to figure out the best repairs. Your input and ideas will be sought to help steer the team in directions that help make the facility perform at its best.

Competencies

• Ability to work under pressure efficiently.
• Proactive and solution-oriented, friendly with assertive and personable nature.
• Demonstrate initiative and able to work in a team-based environment with plenty of movement.
• Able to multitask with good time management skills.

CBRE