Job Summary
The role comprises both Operations and Technology functions with the primary function being 70% facilities management and 30% technology. The Operations (Facilities Management) role oversees all aspects of building functions and guarantees the safety and functionality of all facilities, assets and equipment. The duties include negotiating contracts with service providers, have organised maintenance and inspection schedules, carry out regular inspection of organisation’s premises / facilities to meet safety regulations and coordinate renovations and updates.
The technology role requires oversight of the technology infrastructure and operational processes of the organization's IT requirements. The Manager is responsible for daily management of IT needs, ensuring the availability and reliability of systems and networks at all IJ locations, managing technology vendors, and improve efficiency and productivity by implementing new technologies and processes. He / She must ensure that the organization's IT policies and procedures are updated and compliant with industry standards and regulations.
Job Roles & Duties
(i) Operations (Facilities Management) Responsibilities
The staff manages the maintenance of a clean and safe working environment for all stakeholders on-site at our premises where we operate. Duties include:
- Develop and implement strategy to ensure the efficient and effective maintenance including scheduling and co-ordinating of maintenance activities.
- Monitor and evaluate the performance of cleaners/ vendor and maintenance service providers.
- Monitor the safety and cleanliness of interior and exterior areas, such as offices, meeting rooms, classrooms, Chapel, Sick Bay, kitchens / pantries, living areas of the IJHCC residents, toilets, parking lots and outdoor recreation spaces
- Manage a schedule of regular repairs / maintenance and inspections on facilities and equipment e.g lift, air conditioners, water tank, fire alarm, auto-gate to ensure prompt rectifications are provided when required.
- Guide organisation to clear inspections and audits set by regulators such as MSF, BCA, NEA etc
- Ensure proper security measures are set up for the workplace, this include collaborating with security system vendors or a team of security professionals
- Generate regular reports on maintenance, repairs, safety and other occurrences for supervisors and authorities
- Manage the budgeting and spending for facilities needs
(ii) Technology ( IT Management) Responsibilities
- Oversee the daily operations and manage IT systems and networks, inclusive of WIFI access, CCTV, access cards system, hardware and software, emails and accounts, website support, office telephone systems, auto-gate remote control.
- Manage technology vendors and service providers to ensure that the organization's technology needs are met.
- Develop and implement policies, procedures, and processes to improve IT operations and increase efficiency and productivity and implement cyber security tools and measures.
- Ensure that the IT policies and procedures are up to date and compliant with PDPA requirements, industry standards and regulations. Function as the Data Protection Officer (DPO) for the organisation and ensure organisation is trained on its obligations.
- Evaluate and implement new technologies and systems that improve IT infrastructure and support the organization's strategic goals.
- Maintain a strong understanding of the organization's needs and work closely with other departments to ensure that IT is aligned with those requirements.
- Manage the IT budget and keep up-to-date with the latest industry trends and developments in IT operations management. Be resourceful to tap on relevant fundings to support IT upgrade / maintenance where applicable.
Job Requirement
- Possess a relevant Diploma / Degree in Computer Science, IT and/or Building Facility Management, Engineering (civil, electrical, or mechanical) .
- Has at least 8 years of relevant working experience inclusive of managerial experience in Operations and IT preferably.
- Has knowledge of IT infrastructure, networks, cloud computing and systems to effectively manage and trouble-shoot issues and manage IT system installation, configuration and analysis‍
- Strong knowledge of industry facilities management standards and requirements to maintain the premises he / she oversees.
- Advanced mechanical skills and knowledge of building systems to ensure adherence to required standards
- PDPA knowledge
- Possess problem-solving aptitude
- Ability to manage multiple projects with attention to details.
- Self-initiated and skilled in time management, organization, planning and prioritization.
- Excellent communication skills and negotiation skills to effectively interact with team members, senior management, and other stakeholders.
- Stakeholder management skills
