Assistant Contract Manager

Job Description

Client Relations

1. Maintain regular and direct contact with Clients in his/her area. Keep Client informed on developments regarding the contract and the company. Ensure that relevant specification needs are being met.

2. Ensure all Environmental, Health & Safety Legislation and other requirements are adhered to.

3. Ensure all contract variations are in accordance with contract specification. Investigate and detail major variations and action taken.

4. Attend meetings with site personnel and formal meetings with the clients to review the effective running of the contract.

5. Develop good relationships with hospital staff in line with Company’s policy; in order to ensure satisfaction with our service, commitment to our long-term presence and the further extension of our business within the hospital and other hospitals.

Human Resource

1. Identify training needs of staff under his/her control and implement the training plan.

2. Provide, conduct and oversee staff supervision, motivation, training and development.

3. Periodic meet up with staff for coaching, counseling and performance discussions.

4. Conduct recruitment and selection of candidates.

5. Conduct performance appraisal, recommend for promotion or increment for deserving staff.

6. Supervise and responsible for staff’s general welfare including selection, disciplines, safety, monitor and evaluate performance and provide direction in support of these functions.

Quality Management & Operations

1. Prepare and conduct daily briefing.

2. Ensure proper grooming and behavior of all staff to reflect the professional image of the Company.

3. Deploy and assign duties to his/her staff and monitored assignments for quality and completeness.

4. Ensure all shifts are covered, in the event of staff sickness or absenteeism by informing Contract Manager by monitoring and developing work schedules.

5. Ensure cover of sites is managed effectively according to the contract and company’s requirements in terms of annual and medical leave.

6. Conduct daily inspection to ensure quality standards are being maintained.

7. Conduct audits (e.g. uniforms, stores, equipment, waste, etc.) to ensure compliance.

8. Prepare areas for VIP/CIP arrival.

9. Plan, implement and review/update records (e.g. periodic schedule, workflow, etc.).

10. Prepare periodic reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions including compiling data and develop reports for his/her superior.

11. Implement the Company’s procedures and systems laid down.

12. Conduct patient feedback investigation for better understanding of the remark and propose for improvement.

13. Conduct joint inspection with SGH ES operation executive and SGH Infection Control unit as and when required.

14. Continually monitor the progress of the contract and liaise with Contract Manager to resolve any problems.

15. Resolve conflicts and difficult situations related to staff, visitors, clients, contractors etc.

16. Review all customer satisfaction surveys and customer contacts and complaints, investigate, report and take corrective actions with the appropriate personnel. Ensure sufficient formal records are kept at the contract site.

17. Read daily subordinate’s reports (e.g. FSS Daily Reports, Supervisors Reports, etc.) and follow up and information.

18. Undertake any duties/projects, etc. as instructed by the Contract Manager or Assistant Director

Job Requirement

1. Degree or Diploma or Certificate in Management or relevant professional qualification or closely related field with minimum 2 years of progressive management experiences or GCE ‘O’ level with 5 years of progressive management experiences working in a hospital environment or facility services industry.

2. Able to thrive in a fast-paced challenging hospital environment and with the ability to organize and management of people for hospitality or facility services projects.

3. Possess knowledge of housekeeping functions normally acquired through 4 years of progressive experience in housekeeping activities, including at least 2 years in a supervisory position.