Responsibilities
- Source, negotiate and obtain quotations from service providers for all services.
- Manage preventive and routine maintenance and work schedules to ensure effective execution.
- Liaise with service providers, contractors, building management personnel on breakdown and preventive maintenance of the offices, M&E, Landscaping, ACMV, Water detection, EMS, FM 200, Fire Protection System, Security system, doors, etc.
- Conduct site walk daily and update checklist for follow up.
- Attend to any queries or feedback on defects and breakdown and ensure rectification and repair works are carried out during and after office hours.
- Coordinate and oversee facilities repair/replacement works to ensure it is carried out according to agreed standards, timelines and specifications by service providers.
- To keep records of all invoices, service reports, daily site inspection checklist properly and systematically in Click.
- Assist to prepare year end accruals for review and submission.
- Exercise purchase control to ensure that goods are purchased within budget by obtaining 3 quotations, where possible
- Prepare approval paper and/or waiver paper for HOD to approve the cost for repair/replacement of parts and/or to award maintenance contract upon expiry of the existing contract.
- Coordinate and work closely with IT to ensure monitor arm, task light, pedestal, is readily available for staff onboarding and work with pantry team on cleaning of workstation for both onboarding and exit.
- Coordinate and participate in fire evacuation drill.
- Create PO or complete GRN for all purchases depending on the role assigned.
- Verify all invoices and email to P2P for finance to upload in SAP VIMs and Cognix for approval in system.
- Manage season parking application and submission to BMO upon request and update spreadsheet to reflect changes and addition, if any.
- Manage and/or coordinate A&A works with vendors and FM team.
- Manage/liaise with movers for internal and external move.
- Attend to all logistical arrangement requests for office, pitstops layouts/training and meeting rooms for events, board meetings and any other activities
- Co-ordinate the logistic such as table arrangement, put up signage and standy for training activities and events at CapitaHub, eCapitaHub, ACE and Ascent.
- Assist and coordinate internal move and update the asset list.
- Any other duties as assigned from time to time.
Requirements
- Minimum a Diploma holder or equivalent
- At least 2 years of relevant working experience in facilities management, preferably with M&E certification
- Meticulous, well-organized and able to communicate with the team
- Physically fit and a team player with a 'can-do' attitude
- Good communication and strong follow-up skills
- Able to work under pressure and within tight deadlines.
- Able to work outside office hours if required.
- Knowledge in SAP and technical background Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
