Overview

The Administration staff of FM department is to provide administrative and office support to the FM team for the smooth-running of the Facilities Management operations in the hospital.

The duties include document filing, procurement processing, processing payments and billing, receiving and processing of users requests, manage shared information folders, plan and schedule internal audits for FM department and administrative follow ups to budgetary matters (eg CAPEX, OPEX and MOHRR Funding).

To assist the FM HOD to coordinate and prepare data/KPIs for reporting as required.

Job Responsibilities

1. Strong culture of administrative leadership and accountability for the FM department operations.

Oversees Administrative processes for FM department
Plan and Lead in the administrative duties and responsible for the meeting submissions timelines and/or expected deliverables for reporting purposes
Administrative liaison for IHAM system matters with MOHH representative
Assist FM HOD to organise meetings and briefings as needed

2. Procurement, Processes and Administration

Process Service Providers invoices and claims in a timely manner
Process payments and billings in a timely manner
Work closely with FM HOD on Budget Management such as annual budget submission, accrual submission, monitoring of expenditures and tracking of FM Contracts and FM Projects (CAPEX, OPEX, MOHRR) availability and utilisation status.
Plan and coordinate administrative procedures and systems and devise ways to streamline processes eg GROSS ideas and implementation
Process procurement requests (sourcing and purchase) as assigned
Consolidate service agreements, ATAs, etc as needed

3. Knowledge Management and Asset Management

Organize office records, files, memorandums, etc. in an effective manner.
Upkeep the FM department shared information folders and FM assets (minor/ IT, etc)
Quality check to incoming document, eg. Operation Maintenance Manuals and As-built Drawings received from Project team.
Oversees the currency of master list of quality records, master document for SOPs, inventory, etc
Participate and support in audits that the hospital subscribes to eg IT/DP & FM CSA, MOH Licencing and Inspection, MOH ESS, ISO45K audit, etc.
Oversees administrative matters for Integrated Hospital Asset Management IHAM).

4. Manage Managing Agent Contract and Management

Work closely with FMs Contract Management Team on Managing Agent Contract matters such as Staff Compliance Checks and staff movements, outstanding work orders, spares and parts claims, permits and licenses renewal, etc

Requirements


Bachelors degree preferably in Facility Management, Engineering or Business Management.
Minimum 3 years of working experience in building industry and relevant administrative experience working in large organizations.
Good verbal and written communication skills
Experience with contracts, financial, quality and facilities management principles.
Possess good communication skills, problem-solving skills and a critical thinker.
Proficient in office software

JOB ID: 3WR6WR3V

All Successful candidates can expect a very competitive remuneration package and a comprehensive range of benefits.

Kindly email your resume in a detailed Word format to gesse.tan@peopleprofilers.com

We regret that only shortlisted candidates will be notified

People Profilers Pte Ltd

20 Cecil Street, #08-09, Plus Building, Singapore 049705

Tel: 69509745

EA Licence Number: 02C4944

EA Registration Number: R1108448

EA Personnel: Tan Lili Gesse