Facilities Executive – Soft Services
Work Dynamics -Integrated Facilities Management (Singapore, APAC)
Account Site: Bukom
Facilities Executive duties and responsibilities include working closely with both the hard services and soft services manager, assisting Soft Services Manager to oversee cleaning, landscape, pest control, waste disposal, locker & laundry management, events management, meeting arrangement, support and manage residential blocks. You will oversee the facility’s day-to-day operations and ensure that all administrative functions, soft services issues and facility services are covered. You will strive for continuous improvement in the process. You will also keep an eye out on the facility’s supplies and ensure that it has adequate stocks and materials to keep the operations smooth. In addition, you will help mitigate risks by taking part in emergency evacuation procedures, and handling crisis management and business continuity plans. You will also be on top of health and safety issues that may arise, and actively participate in reviewing them. Also part of your mandate is to monitor the facilities infrastructure, vendor’s performance and processes comply with standards. Report to the Soft Services Manager.
Responsibilities:
- Oversee in-house maintenance team for all daily maintenance issues and conduct daily inspection to ensure quality standards are being maintained.
- Monitor submission of service partners’ daily inspection and periodic service reports.
- Support and responsible for coordinating and improve efficiency of storage, transportation, space planning, event planning and meeting room arrangement.
- Oversee the planning and executing of the waste, pest control, cleaning, landscaping, car wash scheduling and locker allocations.
- Review soft service partners’ deployment and duties to optimal use of manpower.
- Regular inspection for conformance to service standards and expectation of Soft services scopes.
- Write and prepare communication, SOPs, and workflow processes.
- Investigates feedback regarding housekeeping service, events and equipment and takes corrective action.
- Coordinate and support events from set up requirements to logistical support including AV set-up, liaise with onsite support team on layout etc.
- Assist in sponsorship and gate pass for third party vendors and visitors.
- Support the Site lead in contract drafting and renewal process.
- Verify and track timely submission and payment of vendor invoice.
- Conduct and coordinate regular Vendor performance management scoring for the team. Maintain and develop good relationship with vendors and building management.
- Support the team in sourcing and ordering ad-hoc purchases.
- Planning of collection of goods arrival at warehouse.
- Assist in the development and management of the facilities budget, monitoring expenses and optimizing costs.
- Design and create power point presentation, posters and signages.
- Standby for activation provide coordination after office hours or involve in turn around activities when required.
- Any other related activities and tasks as assigned.
Requirements:
- Able to handle large numbers of outsourced workers.
- Customer-oriented, relationship building.
- Passionate about delivering consistent excellence.
- Proactive thinking.
- Competent writing and communication skills, time management skills and ability to multi-task and prioritize work.
- Able to work under pressure and meet tight deadline.
- A positive attitude and a good team-player with good interpersonal and supervisory skills.
- Degree or Diploma in Integrated Facilities Management/Marketing/Mass Communications/ Business studies or equivalent.
- May required to work overtime or weekend occasionally if required
