SUMMARY:
We believe that having good and functional facilities are integral to our bus operations. This role is responsible for overseeing and managing the housing arrangements for employees, as well as maintaining the overall facilities. This role ensures that both accommodations and facilities meet all standards and requirements, coordinating with various stakeholders, and providing support to employees to ensure their housing and facility needs are met efficiently and effectively.
While the role primarily involves administrative support, there will be opportunity to develop practical knowledge and skills across the Facility Management spectrum.
Excellent planning and organisational skills are essential as are excellent written and verbal communication skills and the proficient use of all Microsoft packages and databases including Word and Excel. Experience of Facilities Management, especially dealing with contractors and government agencies would be an advantage.
PRINCIPAL RESPONSIBILITIES AND AUTHORITIES:
- Management of Company’s rental properties and coordinating the maintenance of the properties by liaising with employee(s), property agent(s) and contractor(s),
- Administer all tenancy agreements/ contract agreements for the accommodation units with the landlords and/ or the landlords’ appointed agent and ensuring compliance.
- Liaising with property agent(s) for sourcing of rental properties as and when required
- Attending to employee’s enquiries and reporting regarding property management
- Assist in supplier management to ensure optimal performance
- Track 52 weeks maintenance schedule and service scope under operators annual work plan
- Perform operation maintenance inspection and document findings, including company rental properties.
- Proactively support the Facilities Manager in ensuring all Tower Transit locations, buildings and assets are safe, suitable and fit for purpose
- Assist the Facilities Manager in maintaining all systems, records and documentation setting up an effective filing system that is logical and easy to use, both manual and electronic systems
- Assist the Facilities Manager in compiling FM Key Performance Indicators (KPI's) and statistics
- Maintain the company’s Asset Management System (Freeway) to ensure that routine maintenance/maintenance takes place on or before the due dates
- Use the purchasing system (Freeway) to raise Purchase Orders for authorisation and generate spend reports. Full training on Freeway will be provided.
- Assist the Facilities Manager with any corrective maintenance works that are required - this may include arranging minor works, and explaining the rationale and associated costs of such works to the Facilities Manager.
- To support the Facilities Manager in ensuring our facilities management system is updated with recent developments
- Coordinate the timely maintenance of our facilities management system
- Assist the Facilities Manager with the minutes of meeting, reports, tender invitation, RFQ and to document processes or standard operating procedure.
- To support the Facilities Manager in coordinating procurement invites and sourcing requirement.
- Assist the Facilities Manager with practical aspects of the jobs to be in a position to provide support to the business
- Build effective relationships with internal teams and suppliers to ensure works are completed in a safe and satisfactory manner.
- Assist Facilities Manager in liaising and supervisor of contractors’ work.
- To undertake any Ad-Hoc activities at the request of your Line Manager.
SKILLS, EXPERIENCE, CONDITIONS SPECIFICATION:
- Possess a technical Diploma with relevant years of experience.
- Computer literate with a broad knowledge of a range of software products.
- Organisational skills with strong administration skills.
- Excellent verbal and written communication skills.
- Self-motivated with the ability to work on initiative and minimal supervision.
SAFETY AND COMPANY RESPONSIBILITIES:
- Adhere to all Tower Transit policies and procedures.
- To take care of own safety and the safety of others at all times by complying with your responsibilities, particularly in relation to Health and Safety, as outlined in the Company policies and procedures and under the Workplace Safety and Health Act.
- To report to the Line Manager or a Supervisor any injury, collision of dangerous occurrence in which you may have been involved, or are aware of having taken place at your work location, or any concern you have about health and safety issues.
