Executive (Operations)

JOB SUMMARY

Responsible for the effective operations and facilities maintenance of the Home. Duties include, but not limited to, oversee and manage day-to-day operations and ensure maintenance duties are carried out diligently. Manage and run the various operations support services in an effective and efficient manner, ensuring high standards of resident care, regulatory compliance, and operational efficiency Drafting of maintenance contract requirement specifications and providing technical inputs to ad hoc projects from a maintenance perspective. Covering Executive's duties (Facilities) during his / her absence.

JOB SCOPE

OPERATIONS AND FACILITIES MANAGEMENT

• Responsible for support operations and leading a team to run daily operations. Ensure smooth delivery of all support services of the Home and maintain targeted performance standards.

• Organise, coordinate and manage various operational support services in providing day-to-day operations such as general facility cleanliness and maintenance management, equipment maintenance, meal and laundry services for residents, general logistics support, safety and security services.

• Respond to and resolve complaints, feedback & service requests from all building users. Manage the outsourced vendors and conduct regular performance meetings to ensure that vendors performance is meeting the stipulated service standards

• Compile the services records and manage all contractors in carrying out regular servicing, including service contract renewal. Ensure all service contracts are renewed before expiry date. These include drafting specifications, quotation processes and seeking approval from relevant authorities.

• Plan, schedule and coordinate general maintenance, major repairs and prepare monthly management reports. This includes scheduling preventive maintenance, pest control, horticulture, security management, cleaning services etc.

• Update and maintain systematic paper and electronic records of drawings, documentations, assets, inventories, and databases related to the development and maintenance of the premises and business operations.

• Maintain up-to-date records and documentations, keep abreast with changes in regulations and licensing requirements and make prompt applications and renewals of licenses and required submission.

• Assist in the compliance of licensing and regulatory requirements, formulation and implementation of policies, standard operating procedures, and operation manuals to ensure that premises, installations, fittings and equipment are maintained in optimum condition and in compliance with all requirements.

• Assist in implementing measures and ensuring that staff and occupants observe and fully comply with all the workplace safety and fire safety instructions, requirements and regulations.

• Assist in the procurement of goods and services by reviewing and scoping specifications, sourcing for competitive quotes, reviewing and evaluating submissions and putting up recommendations for approval.

• Any other duties which may be assigned by the Head of Department. To take on ad-hoc functions and assist the HOD in other duties as required.

• Assist in annual budgeting exercise and determining major items required for new additions or replacement within the Home, obtain budgetary quotes and submit capital equipment justifications and requests for approval.

• To supervise contractors to carry out maintenance work to ensure that the upkeep and the Home is maintained to meet the service standard. Ensure effective communication and coordination with contractors and sub-contractors for work to be performed and equipment to be purchased.

• Support and manage day to day operation during pandemic or epidemic situation, providing guidance to facilities team on compliance to infection control protocols.

JOB REQUIREMENTS

EDUCATIONAL, TRAINING AND EXPERIENCE

• Diploma in Facilities Management / Building Services / Mechanical or Electrical Engineering

• Minimum 3 to 5 years of working experience in building facilities / engineering maintenance, preferably in a healthcare or similar regulated environment

• Required skills and knowledge in Building Services, Strong preference for background in healthcare operations, facilities management, workplace safety and fire safety.

• Blueprint drawings, budgetary experience, supervisory and management skill

OTHERS

• Able to work under pressure and meet tight deadlines

• Strong leadership and team management skills

• Excellent communication and interpersonal abilities

• Meticulous with an eye for detail

• Problem-solving and crisis management