Facilities Senior Associate

About Us

Established in 1972, Guardian Health & Beauty is Singapore’s Number 1 Health and Beauty retailer. With more than 110 stores nation-wide, it retails a comprehensive range of health & beauty products. Guardian has evolved from its pharmacy roots to a holistic one-stop solution for customers’ health and beauty needs. It continues to expand its products and service range to meet the redefinition of beauty by today’s customers – where health meets beauty.

With a strong health heritage, it has the largest network of award-winning pharmacists and a wide selection of health products. Professional services such as patient-care counselling, dispensary services, beauty and personal care solutions are offered at stores as a convenient one-stop for health and beauty. Guardian also operates its online store with more than 9,000 products available and offers the “Click & Collect” services.

Guardian Health & Beauty is a Progressive Wage (PW) mark accredited company.

Role Purpose

The Facilities Senior Associate handles the efficient, safe, and effective operation of building facilities and M&E asset management across SSC, DC and Singapore Stores. The role ensures a proper, safe, and functional working environment for all stakeholders.

Principal Accountabilities

1.     Facilities Management Operations, Documentation & Administration

·       Oversee the daily operations of building facilities, M&E assets, and equipment across stores, offices, and warehouses to ensure a safe, compliant, and functional environment for all stakeholders.

·       Maintain asset inventory, tagging, tracking, and lifecycle management of facilities-related assets.

·       Manage Planned Preventive Maintenance (PPM) programs and ensure timely execution of maintenance activities by approved vendors.

·       Conduct root cause analysis of facility-related issues and implement corrective and preventive actions to minimise recurrence.

·       Manage service requests, feedback, and complaints, ensuring timely resolution through effective stakeholder engagement and regular review sessions.

·       Administer and maintain the MyFM application, including user support, system updates, onboarding training for new hires, and refresher training for stakeholders.

·       Coordinate and manage building improvement, renovation, reinstatement, and retrofitting projects within tenanted premises.

·       Lead the procurement and contract management of facilities-related services, equipment, and assets in accordance with DFI procurement policies, SOPs, and governance requirements.

·       Maintain accurate facilities documentation, including weekly reports, ISO documentation, iPOS approvals, certificates, licences, service records, and audit documentation.

·       Ensure documentation is maintained and readily available for internal and external audits

2.     Budget & Cost Management

·       Manage facilities-related operating expenses and service contracts, providing regular updates to stakeholders on cost implications and changes.

·       Prepare, monitor, analyse, and control OPEX and CAPEX budgets to ensure effective cost management and budget compliance.

·       Identify opportunities for cost optimisation while maintaining operational efficiency and service standards.

·       Review vendor performance and expenditure to ensure value for money and service excellence.

3.     Regulatory Compliance, Safety & Sustainability

·       Serve as the appointed Chief Fire Warden, Safety Management Committee (SMC) representative, or Site Incident Controller (SIC), promoting workplace safety and ensuring compliance with fire safety regulations.

·       Act as the liaison officer for security, safety, and emergency response matters within the assigned cluster when required.

·       Ensure compliance with all applicable regulatory requirements, including Environmental, Health & Safety (EHS), fire safety, workplace safety, and building regulations.

·       Coordinate annual building shutdowns, statutory testing, inspections, and maintenance activities with stakeholders and approved vendors.

·       Support ESG, sustainability, waste management, and water efficiency initiatives by coordinating data collection and submissions to relevant authorities.

·       Drive continuous improvement initiatives to enhance operational efficiency, sustainability, and compliance standards.

4.     Regulatory Compliance, Safety & Sustainability

·       Build and maintain strong relationships with internal stakeholders, landlords, service providers, and contractors.

·       Monitor vendor performance against service level agreements (SLAs) and contractual obligations.

·       Ensure contractors comply with DFI policies, safety requirements, and regulatory standards while performing works on-site.

5.       Any other ad-hoc duties.

REQUIREMENT AND QUALIFICATIONS

-     Degree in Facilities Management, Engineering, Building Services, Mechanical/Electrical Engineering, or related field 

-     3 years of experience in facilities management, building operations, or M&E maintenance within commercial, retail, or warehouse environments 

-     Proven experience in managing building operations, maintenance works, and vendor performance 

-     Experience in contractor / vendor management and service contract negotiation 

-     Strong understanding of building services, M&E systems, and Planned Preventive Maintenance (PPM) processes 

-     Strong knowledge of regulatory compliance, including EHS, fire safety, and ESG requirements 

-     Strong analytical and problem-solving skills with ability to conduct root cause analysis 

-     Proficient in Microsoft Excel and basic reporting / documentation systems (e.g. ISO documentation, iPOS or equivalent systems) 

-     Good stakeholder management and communication skills across internal teams and external vendors 

-  Ability to manage multiple priorities, work independently, and handle operational issues in a fast-paced environment