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Facilities Coordinator (East)

Singapore , Singapore

Ref#: 20020833

Date published: 15-Sep-2020

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Primary Accountabilities:

  • Manage & prioritize major operational & project works
  • Responsible for M&E maintenance works and sub-contractor management
  • Responsible for OH&S adherence & reporting
  • Management of financial process including budgeting and Purchase Order issuance
  • Work with the Facility Service Manager (FSM) to ensure KPI’s are met and Best Business Practices are developed to help exceed KPI’s
  • Responsible for on-site FM operation & service delivery during the absence of FSM

Job Responsibilities

  • Respond to client inquires and concerns. Ensure timely and quality service delivery to clients. Follow up with clients to ensure customer satisfaction.
  • Create work orders and assigns work orders to technicians, subcontractors, and vendors. Communicate work orders and assists management in resolving problems.
  • Ensure work orders issued are closed in time with customer satisfaction. 
  • Sub-Contractor Management including safety inductions and work coordination. Ensure works carried out by contractors are up to standards.
  • Maintain and check for accuracy on completed paperwork submitted by vendors.
  • Train vendors on the work order and billing procedures. Process purchase orders and invoices and ensure proper cost center coding. 
  • Manage contracts such as janitorial, landscaping and M&E includes holding monthly supplier meetings and completing monthly supplier measurements within the agreed timescale.
  • Manage building maintenance and all contractors who carry out works on site. Liaise, report, and log defects over and above minor rectification, work with M&E engineers to ensure PPM is carried out to schedule.
  • Ensure the Annual Plan is maintained at all times to identify when statutory works, meetings, and other key events are being carried out.
  • Conduct inspections on the facility and act on findings identified during the building and workplace inspections.
  • Perform basic handyman works in the absence of a site technician.
  • Escalate urgent issues identified through to the FSM.
  • Provide assistance with basic office moves and work with the project team during on site projects, providing assistance where necessary.
  • Maintain and actively work on the account filing system, keeping it up to date and accurate.
  • Raise purchase orders as required and ensure that financial processes are adhered to at all times.
  • Complete supplier measurements within the agreed timescales. Escalate issues and an action plan
  • Ensure maintenance is carried out in line with procedures, using the permit to work system where applicable.
  • Attend safety or work-related training and participate in Evacuation & First Aid Incident response when required.
  • Comply with regulatory requirements and report any workplace hazards, accidents, or incidents.
  • Support and participate in related ISO audits conducted on-site.
  • Continually communicate building issues to end-users, clients, and management teams.
  • Work with and support other members of the FM team.
  • Other duties may be assigned.

Job Requirements

  • Supervisory experience of FM in a corporate environment
  • Evidence of working to Budgets
  • Operational experience of managing EH&S and Quality Systems
  • Commercial and financial awareness
  • Excellent Contract/Supplier Management Skills
  • Possess great communication skills to interact with stakeholders at all level
  • Creative thinker able to develop new ideas and solutions to client problem