Assistant Manager/Manager, Facilities

JOB SCOPE

The Assistant Manager/Manager, Facilities is responsible for the management, maintenance, safety and operational efficiency of SPD’s facilities. This role oversees facilities and transport operations, vendor management, workplace safety and facilities-related projects to ensure a safe, functional, and conducive environment for staff, clients and caregivers.

Key Responsibilities

Facilities Management

• Supervise the facilities team to ensure a clean and safe environment for all SPD premises to comply with all authorities’ guidelines such as BCA, NEA, SCDF, WSH etc.
• Supervise and manage all outsourced facilities management service vendors to ensure full compliance to the contract scope and requirement and review all vendors’ performance yearly.
• Responsible in planning for emergency response plan including fire safety management, pandemic plan and etc.

Transport Management

• Monitor and ensure daily transport operations of SPD Ltd's vehicles and outsourced vendors are executed safely in accordance to authority’s guidelines and to meet programmes’ requirements.
• Supervise and manage all transport vendors to ensure full compliance to the contract scope and requirements and review all vendors’ performance on yearly basis.
• Oversee SPD Ltd. own vehicle fleet maintenance and scheduling for servicing.
• Review work orders, delivery orders and service reports before processing invoices for payment.

Project Management

• Supervise and manage new renovation and upgrading works of all SPD centres to meet project timelines and programmes’ requirements.
• Ensure all project activities meet schedules and claims are submitted timely and accurately to the funding bodies and authorities. Examples of such projects include renovation and cyclical maintenance projects.
• Point of contact with external stakeholders e.g. funders, authorities, internal stakeholders and vendors.

Procurement and contract management

• Ensure proper sourcing, evaluation of quotations and to prepare papers to seek approval for purchases in accordance to purchase policies and guidelines.
• Ensure proper documentations such as contracts, service requests, certifications, insurance, financial records (e.g. invoices, billing, etc.) etc. required for operations and to meet funding/audit requirements
• Coordinate and support the renewal of contracts and agreements required for operations

Stakeholder Support

• Work closely with internal departments to address facilities and transport related requirements
• Respond promptly to issues and ensure time resolution.
• Support other administrative activities and events
• Assist Supervisor in any other tasks/projects assigned

JOB HOLDER REQUIREMENT

• Diploma/Degree holder in any discipline (Preferably Engineering or Project Management background)
• At least 15 years of relevant working experience for Diploma holder and 10 years of relevant working experience for Degree holder
• Strong proficient in Microsoft Office 365
• Strong in contract and agreement clause drafting and review, with engineering/technical expertise to ensure compliance with project requirements
• Proven team leader with strong supervisory skills.
• Proactive, meticulous, possess good communication and interpersonal skills, and a good team player
• Only Singaporeans may apply