Job Summary

Oversee and manage the day-to-day office facilities and administration functions. Strong leadership in leading team of Facility Management staff in providing high quality of service to company operations.

Oversees company's South East Asia premises

Manages all aspects of development of office and distribution center space design solutions collaboratively with company.

Principal Responsibilities

Oversee and manage facilities and administration functions to ensure continuity of Facility Management services and minimize any disruption to company operations.
Provide leadership to facilities and administration teams and accountable for the functions in order to provide high quality of service to company operations
Coordinate building repair requests and engage vendors for repairs include HVAC, electrical, plumbing and general repair.
Source and evaluate contractor / supplier / vendor to contract specification; and in compliance to clients purchasing policies and procedures.
Manages, approves, and executes change orders and proposals for office space planning, including office layouts, design, specification development, cost estimates, schedule construction, start up and decommissioning field locations.
Develops estimates and schedules, including a master project schedule and manages the project to completion; establishes and measures costs, identifies issues and risks, establishes project documentation, space standards, and LEED certification standard or equivalent.
Project management includes all aspects of requirements planning, developing Space Planning Utilization Report (SPUR), design development, construction, fit up, relocation, and startup of all related services.
Works with outside real estate brokers to select suitable site locations.
Develops and manages projects in terms of scope; approval, schedule, and budget utilizing established processes, experience, and expertise.
Establishes deadlines, manages to milestones, monitors and reports progress of projects.
Communicates with contractors, building managers, and architects to design space and manage projects.
Manages the developing designs and estimates, obtaining approvals and budgets, commissioning the project, and overseeing the construction of office space ensuring build out to specifications and sustaining practices.
Thoroughly evaluates site due diligence analyses for relocation and occupancy.
Manages architects/engineers for schematic, development, design and construction documents.
Coordinates and directs the activities of project management resources, consisting of internal and outsourced vendors.
Manages the design, construction, and commissioning of these projects to meet or exceed project and company goals.
Builds programming, conducts adjacency analysis, works with architects and contractors, approves construction drawings, and oversees the management of construction projects in the field.
Works with outside consultants to reduce real property tax obligation.
Negotiates directly with landlords for lease renewal. Reviews lease clauses to determine obligations, rules or procedures. Tracks and arranges for the return of lease security deposits.
Assist and facilitate to address Facility related concerns arising from audits; internal, external and insurance related.
Position will require travelling within Singapore between 3 locations
Other duties as assigned.

Job Level Specifications

Manages direct staff who exercise significant latitude and independence, need to oversee Facilities and Admin related team in all South East Asia Countries.
Interprets and administers policies, processes and procedures that affect direct reports and the workflow of the team/department. Adapts departmental plans and priorities to address resource and operational challenges. Contributes to budget development and performance standards of department and direct reports.
Assignments are defined in the form of objectives. Decisions are guided by policies, procedures, business plans and independent judgment.
Collaborates with team(s), customers/ clients, functional peer group managers and occasionally senior management. Participates and presents at meetings with internal and external representatives.
Decisions may have impact on work processes and outcomes. Erroneous decisions or recommendations may result in serious delays and considerable expenditures of additional time, people and/or financial resources.

Work Experience

Typically 6+ years including 3+ years of supervisory experience

Education And Certification(s)

Bachelor's degree in Facility / Building Services or equivalent experience from which comparable knowledge and job skills can be obtained.
Capability to manage a commercial portfolio with 3 to 5 years experience will be highly preferred

Distinguishing Characteristics

Experienced in managing multiple service line contactors
Achieve service deliveries meeting time, quality, and budget agreements
Knowledge and experience working with ISO standards will be an added advantage.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills.

Senior Admin & Facilities Executive