Purpose
Contributes to the overall success of the Administration team in Singapore ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.
The Workplace Facility Officer will be responsible for the Bank’s facilities maintenance and high quality of workplace experience. The individual manages the day-to-day operational activities by ensuring all health and safety, security, fire systems and environmental checks are complying to both the local and Bank’s guidelines.
Accountabilities
- Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
- Responsible for managing day to day workplace housekeeping, repair, maintenance and servicing of office premises and equipment (which includes office infrastructure, lighting, air conditioning, printers, security/fire safety systems etc).
- Ability to conduct minor repairs like pedestal repair, tightening of door hinges etc.
- Monitor and record keeping of all facilities related expenses.
- Manage and negotiate all facilities contracts and ensure proper system records in Bank’s systems.
- Responsible for all major and minor renovation projects, including regular maintenance works carried out by the contractors and adhere to all budget and timelines, sometimes working on weekends and after hours.
- Able to recognize power outages and ability to understand the power distribution in the DB board to bring the power back on without comprising safety.
- Manage the annual power shutdown with internal and external stakeholders.
- Support Business Continuity Plan of Singapore for the Bank. This includes fire drills, tabletop exercises etc.
- Manage all payment to facilities vendors with Finance and ensure timely payment.
- Be the point of contact between building management and the Bank.
- Provide logistical support for Bank employee engagement events.
- Cover the reception when the receptionist is away.
- Ad hoc assistance on facilities matters across the APAC region if needed.
- Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
- Actively pursues effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
- Champions a high performance environment and contributes to an inclusive work environment.
Experience/Other information:
- Preferably degree holder in Facility management/ Business Administration or equivalent.
- Proven work experience (>3 years) as a facility officer.
- Strong communication and negotiation skills.
- Experience with office management software like MS office, excel and words.
- Strong organization skills and problem-solving ability.
- Proven history of process improvement initiatives.
- Attention to detail and adaptable to change.
- Technical knowledge of the building and office maintenance.
- Project management
- Space management
