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Technical Facilities Coordinator, Jurong West
Job ID
64259
Posted
27-Jun-2022
Service line
GWS Segment
Role type
Full-time
Areas of Interest
Facilities Management
Location(s)
Singapore - Singapore
PURPOSE OF THE JOB
  • To oversee the delivery of planned and reactive works across sites in Denmark and Norway within the contractual SLA and KPI requirements.
  • To liaise with the various customer contacts to build strong and effective working relationships 
  • To monitor, maintain and update Statutory and Non-Statutory Compliance records and documentation.
  • To manage the financial aspects of the contract
MAIN DUTIES AND RESPONSIBILITIES
  • To build a strong and effective working relationship with the relevant client's contacts
  • To own and control all financial, administrative and commercial aspects of the contract.
  • To participate in internal and client meetings as appropriate. 
  • To prepare and issue reports as requested by contract management team. Reports include (but are not limited to) :
    • Weekly WIP review
    • Open Purchase Orders
    • Invoice Pool
    • Jobs Billed in the Month
    • Monthly Contract Review
    • Monthly client KPI pack (Monthly Report)
    • Keeping Cost plan / financial records up to date
  • To assign PPMs and reactive tasks to the appropriate resources to ensure all tasks are completed within the contractual KPI’s/ SLA’s and track all tasks via the Work Order / CAFM management system (Service Insight) 
  • To review and monitor vendor performance to ensure they deliver good quality of service and value for money
  • To build a basic understanding and familiarity with site operations in order to better understand the Client’s priorities and needs
  • To carry out all administrative tasks associated with the management of the contract, ensuring auditable trails are maintained. Tasks to include 
    • Raising monthly submission / invoice to customer
    • Maintaining records of all maintenance and extra work activities (quotes, service report sheets, POs etc) 
    • Raising of and updating Purchase Orders
    • Supporting the achievement of service delivery KPI’s by actioning Work Orders / Reactive tasks quickly and efficiently 
    • Scanning & filing of service report sheets 
    • Maintaining holiday records
    • Updating and maintaining personnel records including completed training 
    • Processing timesheet data
  • To undertake general office duties relating to the contract including:
    • Correspondence and filing
    • Minutes of meetings
    • Preparation of reports and documentation (as referred to above)
    • Subcontractor administration
    • Oversee and maintain security vetting details for the operational teams & our 3rd party suppliers to ensure all contractual Security & Access requirements are adhered to
    • Ensure all required documentation is obtained from Vendors – ie RAMS, COSHH, Competence, ATWs, Attestation letters / Background checks etc. 
    • Monitor and control monthly Statutory & Non Statutory Maintenance Schedule in line with Service Insight in line with contractual KPI / SLA requirements 
PERSON SPECIFICATION
  • A good basic education is essential, with good levels of Maths
  • Good PC based skills, with experience in Word/Excel and Outlook – intermediate level.
  • PowerPoint and Access.
  • 5 years experience in a similar role.
  • Previous experience of a customer-facing role using operating systems such as Dynamics AX and CAFM software.
  • Financial / accounting experience would be an advantage.
Aptitudes
  • Must demonstrate a strong sense of customer focus.
  • Excellent verbal & good basic standard of written, communication skills.
  • Self-motivated and systematic.
  • Results/ task orientated, attention to detail and accuracy.
  • Excellent time management and organisational
  • Commitment to continuous improvement.
  • Ability to work as part of a team, as well as independently.
Character
  • Committed to customer service delivery.
  • Reliable and committed.
  • Confidential and discrete approach.
  • Calm manner, able to work under pressure and with changing demands and priorities.
  • Be flexible to work outside core office hours from time to time.
Objectives and Measures 

Health & Safety 
  • Hazard Reports logged weekly
  • Vendor RAMS, competence, hazardous substance data, ATW’s etc all collated and in place 
Quality & Compliance
  • PPM records logged and maintained up to date
  • Service partner service sheets logged / maintained up to date
  • Logbooks on shared drive maintained up to date as required
  • Sharepoint repository maintained up to date as required
  • Contributes to the regular Subcontractor and Supplier Audits (OP63) carried out
Financial, Commercial and Budgetary 
  • All POs clearly define scope, quantity and costs
  • Monitors expenditure and challenges costs wherever appropriate
  • KPI report completed
  • Manages Invoice pool effectively  
  • Invoices submitted to customer accurately and in a timely manner
  • Helps the achievement of a minimal debt position 
Service Delivery 
  • All WOs actioned and completed within KPI / SLA
  • All PPMs issued and completed within SLA / KPI
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