|
Accountabilities & Activities
|
|
Key Activities
|
- Essential Duties and Responsibilities
|
|
Facility Inspections & Maintenance Oversight
- Inspect buildings, roads, offices, landscaping, utilities, and furniture to identify issues using standardized checklists.
- Conduct and document regular facility inspections.
- Respond promptly to facility and equipment alarms, failures, and occupant service requests.
- Supervise and verify maintenance and repair works carried out by staff or contractors.
- Ensure all activities comply with safety standards and industry codes.
Operations & Contractor Management
- Create and assign maintenance tasks and work orders, coordinate with SCM to engage contractors
- Review service contracts to ensure alignment with facility management requirements.
- Supervise contract work and validate completion before forwarding claims to the F&S Manager
- Monitor delivery schedule, quantity, and quality of outsourced services.
- Liaise with contractors, vendors, and internal teams to ensure seamless service delivery.
Finance Management & Reporting:
- Prepare and track facility budgets; monitor expenses and payment processing.
- Generate regular reports on budgets, contracts, expenditures, and performance.
- Verify invoicing accuracy and contract compliance.
- Implement cost-reduction initiatives and monitor energy efficiency.
- Conduct quarterly performance reviews of suppliers and contracts.
Compliance, Safety & Policy Implementation
- Ensure compliance with all health, safety, environmental, and quality management standards.
- Prepare work permits (daily), Job Method Statements (JMS), and Point of Work Risk Assessments (POWRA).
- Develop and enforce policies and procedures related to facility management.
- Supervise the cleanliness and hygiene of facilities in coordination with housekeeping.
Preventive & Lifecycle Maintenance
- Develop and implement preventive maintenance programs and lifecycle plans for facility assets.
- Maintain and manage schedules for routine checks and maintenance activities.
- Assure ongoing performance of critical infrastructure (e.g. drainage system, submersible pumps).
|
|
Additional Duties and Responsibilities
|
- Raises Purchase Requisitions (PRs) in SAP for various departmental projects and requirements.
- Prepares final acceptance certificates for completed F&S projects.
- Creates Goods Receiving Notes (GRNs) / Service Receiving Notes (SRNs) in SAP & ensuring correct data entry.
- Reports any discrepancies in invoicing and other pertinent documents submitted by F&S contractors.
- Prepares departmental stationery requirements and creates monthly SAP reservation ticket for the same.
- Consolidates data from other F&S sections and prepares MIS reports.
- Prepares necessary reports that may be assigned by the F&S Manager from time to time.
- Creates necessary departmental forms and files required for F&S operation.
- Drafts F&S awareness campaign materials.
- Prepares required Work Permit together with POWRA and Job Method Statement/Work Instruction for FS task or undertaking as per ES Work Permit procedure.
- Assists in investigating F&S related incidents.
- Assists in resolving departmental SAP budget related issues.
|
|
Knowledge, Skills and/or Abilities (attributes) required:
|
|
To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required.
- Strong understanding of facility operations, construction, and maintenance practices.
- Working knowledge of project management and business administration principles.
- Sound knowledge of health, safety, and environmental regulations.
- Proficiency in quality control and assurance techniques.
- Familiarity with relevant legislation, policies, and procedures.
- Proven ability to schedule, allocate, and supervise work across teams.
- Experience in resource planning, material procurement, and vendor coordination.
- Ability to review and monitor performance against operational standards, cost-efficiency, and safety benchmarks.
- Demonstrated initiative, independent judgment, and problem-solving abilities.
- Strong team leadership and supervisory experience.
- Effective negotiation and contractor/vendor management skills.
- Consistent, fair, and ethical leadership approach.
- Excellent written and verbal communication skills in English (speaking, listening, and writing).
- Ability to prepare clear reports, policies, and documentation.
- Public speaking and presentation capabilities.
- Strong interpersonal and relationship-building skills.
- Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
- Working knowledge of SAP for facility and maintenance management.
- Self-motivated with a strong work ethic.
- Strategic thinking and planning abilities.
- Commitment to high standards of service delivery and continuous improvement.
|
