Role Purpose:
This role will focus on conducting day to day administrative and operational facilities management services and support the wider facilities management team to ensure that the contracted services are delivered in accordance with all contracted standards & legislation, company policies and procedures.
The role might also include, receptionist duties, parking access, help desk ticket administration for facilities issues, mailing, and any other facility management service provided to the location.
Further responsibilities include client relationship engagement and reporting on a regular basis.
Main accountabilities but not limited to the following:
1. Facilities Management
- Respond to staff requests for workplace services through the supplier helpdesk and advise staff how to report faults, issues and requests through this system. Deal with requests for FM services where possible, use FM reporting/recording/triage methods/processes and advise staff where to get help/report issues for non-FM services.
- Support the tracking, tracing, and allocation of all reactive requests from customers through agreed systems to ensure efficient delivery of FM services, effective management of workloads and resolution of requests within agreed SLAs.
- Support the Facilities Manager in providing proactive operational and tactical management of both hard and soft FM services to the specific British Council sites, prioritizing work, and resolving day-to-day operating resource issues to ensure high quality, consistent and efficient services are delivered.
- Able to collect accurate insights using a range of standard methodologies and across multiple datasets to provide high quality and evidence-based recommendations on procedural improvements and/or highlight resource requirements needed to enhance operational performance, supporting the Facility Manager and the wider FM team .
- Maintain data and records relating to the FM operations. Provide administrative and secretariat support for meetings and support all document management, filing and administrative duties.
- Responsible for ensuring building lease obligations are met and service charges are appropriate, through regularly liaison with landlord and property managers.
- Manage office services account including postal, courier, telecommunication, photocopier, utilities, taxi, office rental and stationery.
2. QHSE
- Ensure FM services are provided in accordance with the relevant health and safety, fire and security legislation and British Council risk management and environment requirements. Carry out risk assessments, identify hazards and recommend improvement actions to FM management structure.
- Organize and support the provision of first aid, fire warden and other related arrangements for specific British Council sites.
- Support the Facilities Management team with the administrative tasks associated with the management of Health & Safety on sites.
- Ensures the building standards are met by performing frequent visual quality inspections, reporting any issues in breach of QHSE standards and that fall below the required standards. Corrects any defects by steering on site handyman, technicians, receptionists, security guards and local suppliers.
- Environmental Framework: submit self-assessment form, collect evidence for submission, ERIC data submission, collect and generate data for carbon footprint calculation
3. Investment Planning and FM Projects
- Support the Site Facility Manager in the relationship with Global Estates Transactions and Capital Projects Team by providing insights at country and site level by providing advice on business decisions and projects with FM related dependencies and implications( refurbishments, new offices, cost savings opportunities, improvements of premises and services provided by landlord).
- Support the Site Facility Manager in achievement of specified small building project objectives, in relation toprogramme timetable
budget
tendering and procurement
procedural and contractual advice
project management of the contracted works
- Projects should be delivered within agreed scope, on time and to budget in the most efficient and cost-effective manner without exposing the British Council to unnecessary risk.
4. Financial Management
- Deliver routine financial processing as required in relation with Facilities Management activities-: PO raising, invoice processing as per company policies, correct WBS cost centers allocation, liaise with finance team for ad-hoc and regular reports
- Demonstrate a good knowledge of financial terms and principles, including financial including end to end P2P processes
- Offer support to site Facility Manager in managing budgets and prepare regular forecasts according to agreed schedules.
5. Business Partnering & stakeholder engagement
- Make recommendations to Site Facility Manager on procedural improvements, resource requirements and other operational initiatives to drive enhance team performance, cost effectiveness, service quality and efficiency. Facilitates effective collaboration between the businesses and FM team members and contractors
6. Communication & Workplace Experience
- Able to articulate ideas clearly, presents complex information clearly, using an appropriate combination of written, graphical and financial data/analysis to enable evidence-based operational decision-making and planning.
- Active listening skills. Solicits ideas and shares information with others
- Understands the need for, and the relevant chain(s) or escalation.
- Uses diplomacy and tact. Adapts communication style in response to varying situations, groups and cultures. Establish long-term relationships through social and business activities. Ensure relationship with customer is encourages throughout the team
- Able to demonstrate excellent written communication skills in English. Use effective communication to drive for results
- Able to present ideas clearly and in the appropriate format for the audience.
7. Manages and Develops Self and Others
- Works positively and collaboratively with all colleagues within the FM team, British Council staff, customers and services partners.
- Inspires and behaves with unquestioned integrity and in accordance with British Council values and Ethics Policy
- Motivates the wider team through clear communication and a solution-oriented mind set.
Requirements / Role specific knowledge and experience:
Essential
- Previous experience in Facilities Management role.
- Some experience within a client-side Facilities Management Role or service provider Facility Management organization
- Strong wiliness to learn and develop within Facilities Management
- Basic SAP knowledge
- Basic Procurement knowledge
Desirable:
- Educated to graduate degree level or with equivalent professional experience in Facilities Management, supported by full membership of and accreditation with a relevant professional property institute.
- Knowledge of the British Council Mission and Brand.
- Understanding how FM and business strategy and day to day operations can be aligned
- Good vendor management and commercialism skills, particularly in relationship to partnerships with service providers.
Working hours:
Tuesday to Friday 10.30am to 7.00pm
Saturday 8.30am to 5:00pm
Condition of Employment: Local Direct Hire
Applications are welcomed from candidates currently in this location with a natural right to work. Applications are also welcomed from candidates currently based in other British Council country offices. However, please note candidates must have a natural right to work in the country, on a permanent basis, as immigration clearance and/or on-going visa support is not provided by the British Council for this role. Relocation support is also not provided.
Pay Band: 4 | Contract Type: 1 Year Fixed Term | Location: Singapore
Closing Date: Monday 11 December 2023, 23:59 Singapore Time
