Total 3 job vacancies by Oub Centre Limited

Job Description

• Answer and respond to phone calls, assisting tenants and customers with their enquiries.
• Assist in the conduct of fire safety meeting and fire drills.
• Assist management to arrange meetings with agenda preparation.
• Assist with any other administrative duties assigned by the Management.
• Check and hasten service provider’s prompt submission of monthly service order and work order.
• Coordinate as contact point for internal department, external tenants and various business partners.
• Handle incoming and outgoing correspondences/E-mails and files for Operations department administrative processes and maintain good filing system.
• Keep a proper record and handling of office stationeries/inventories.
• Monitor term contracts and licenses, process payment and update all expenses committed in budget controlled forms.
• Prepare and send out purchase orders, work requisitions and etc.
• Process documents for payment of invoices by matching with delivery/work orders/service reports and submit for payment authorisation.
• Provide administrative support to the Operations department.
• Provide monthly report for tracking of contract/agreement:

- 4 to 6 months advance alert and tracking of contract renewal for all Managers and Executives.

- Collate all general work orders/service orders.

- Consolidate figures and prepare monthly reports and charge forms.

- Monthly and Annual Budget tracking for operations department.

- Preparation for issuance of security passes and carpark coupons.

- Tower 1, Tower 2 and Shopping Mall tenants condenser water usage and Aircon extension.

• Tracking of utilities and services:

- Usage of domestic water

- Usage of electricity

- Usage of New water

Requirements

• Diploma in Administrative support/ Facilities Management, with minimum 3 years of experience in providing administrative support in relation to Facilities Management.
• Knowledge of maintenance software and carpark system will be an added advantage.
• Good telephone etiquette skills and able to communicate effectively with people of various levels.
• Team player, good organising skills, able to multi-task and work in a fast-paced environment.
• Must be IT savvy and proficient in Microsoft Office.

Main Responsibilities

Support the Security & Building Services (SBS) operations of One Raffles Place to surpass Grade A office building standards.

Job Description

• Assist to ensure compliance with building and statutory requirements/regulations.
• Assist to ensure safety and health procedures are in place according to WSH Act and other prevailing laws/regulations.
• Assist to liaise with government authorities and consultants on regulatory requirements.
• Coordinate capital replacement works, asset enhancement initiatives and maintenance repair/replacement whenever assigned.
• Contribute to the review of contracts' specifications to ensure cost effectiveness and competitiveness.
• Implement and propose improvements for Standard Operating Procedures (SOPs) and department Business Continuity Plans (BCP) to enhance operational resilience and efficiency.
• Implement and propose policies to improve operational efficiency and productivity.
• Implement plans and manage daily operations for One Raffles Place to ensure excellent standards are achieved and requirements are met according to agreed service levels.
• Lead in effective communication within the team and with internal/external stakeholders to achieve their assigned KPIs.
• Manage a team of service providers.

OPEX/CAPEX

• Assist to conduct tender exercises for OPEX/CAPEX works such as replacement, upgrading or redevelopment works and manage such works according to timelines.
• Assist to prepare budgets for OPEX/CAPEX works.
• Draft approval papers for OPEX/CAPEX requests.

Facilities Management

Management of services and monitoring of service providers:

• Administer all contractual obligations and timely renewal of maintenance contracts.
• Supervise the work quality of service providers to ensure a high standard of maintenance, operational efficiency and cleanliness of the buildings are achieved at the agreed service levels.
• Supervise service providers and their processes that support the core business of the organization.

Preventive maintenance and improvement work:

• Assist to identify defects or irregularities and follows up on rectification works thereafter.
• Coordinate and assist to organise preventive maintenance for all facilities related works.
• Conduct building inspections.
• Implement and propose facilities related emergency plans.
• Implement and recommend building improvement strategies, propose rectification & preventive works/programmes for the building and champion ad-hoc projects whenever required.

Safety Management

• Assist to identify equipment, process, and procedural changes to minimise fire and workplace hazards.
• Carry out duties of a Site Incident Controller during emergencies, ensuring prompt response and effective crisis management.
• Contribute to the review of internal stakeholders’ workplace activities and risk assessment to ensure compliance with internal policies and external legal requirements, including MOM WSH regulations and standards or any other relevant sectorial guidelines.
• Implement and propose initiatives and programmes to eliminate fire occurrences and workplace incidents and enhance standards.
• Train and improve the effectiveness of the Company’s Emergency Response Team.

Requirements

• Degree in Building Management, Facilities Management or its equivalent.
• 3 years of experience in estate/property management. Experience in large commercial or retail buildings will be advantageous.
• Experienced in contract, vendor, security and carpark management.
• Familiarity with fire safety management will be an added advantage.
• Ability to take on the role of CERT SIC will be an added advantage.
• Ability to take on the role of Environmental Control Officer (Specified Premises) [ECO(SP)] will be an added advantage.
• Ability to read and understand technical/structural drawings, e.g. as-built drawing will be an added advantage.
• Good interpersonal and communications skills.
• Independent, resourceful, self-motivated, result-oriented and a team player who is able to work well under pressure in a fast-paced environment.
• Versatile and quick in analyzing and resolving problems within given deadlines.
• Familiar with statutory requirements on building services, facility operations, maintenance and safety.

Assist the Head of Operations to oversee the Security & Building Services (SBS) operations of One Raffles Place. He/she is responsible for the overall management of the SBS operations to surpass Grade A office building standards.

Responsibilities

• Develop plans and manage daily operations for One Raffles Place to ensure excellent standards are achieved and requirements are met according to agreed service levels
• Develop and improve SOPs and departmental BCP.
• Manage a team of staff and service providers.
• Ensure effective communication within the team and with internal & external stakeholders to achieve their assigned KPIs.
• Review contracts' specifications to ensure cost effectiveness and competitiveness.
• Manage capital replacement works, asset enhancement initiatives and maintenance repair/replacement whenever assigned.
• Liaise with government authorities and consultants on regulatory requirements.
• Ensure compliance with building and statutory requirements/regulations.
• Ensure safety and health procedures are in place according to WSH Act and other prevailing laws/regulations.
• OPEX / CAPEX

o Prepare budgets for OPEX/CAPEX works and manage the annual maintenance/expenditure within approved budget.
o Prepare and conduct tender exercises for OPEX/CAPEX works such as replacement, upgrading or redevelopment works and manage such works according to timelines.
o Prepare approval papers for OPEX/CAPEX requests.

• Facilities Management

o Management of services and monitoring of service providers.
 Manage service providers and their processes that support the core business of the organization.

 Manage the work quality of service providers and ensures a high standard of maintenance and operational efficiency of the buildings is achieved at the agreed service levels.

 Responsible for the administration of all contractual obligations and timely renewal of maintenance contracts.

o Preventive maintenance and improvement work.
 Plan and organise preventive maintenance for all facilities-related works.

 Plan building inspections.

 Develop facilities-related emergency plans.

• Safety Management

o Develop initiatives and programmes to eliminate fire occurrences and workplace incidents and enhance standards

o Identify equipment, process and procedural changes to minimise fire and workplace hazards.
o Review internal stakeholders' workplace activities and risk assessment to ensure compliance with internal policies and external legal requirements, including MOM WSH regulations and standards or any other relevant sectorial guidelines.

o Ensure the effectiveness of the Company Emergency Response Team.

o Carry out duties of a Site Incident Controller during emergencies.

Requirements

• Degree in Building Management, Facilities Management or its equivalent is preferred. Having a Master's Degree will be advantageous.
• At least 5 years of managerial experience in estate/property management, preferably in large commercial or retail buildings.
• Experienced in managing contracts, vendors, security and carpark in Grade A office buildings.
• Ability to take on the role of CERT SIC will be an added advantage.
• Ability to take on the role of Environmental Control Officer (Specified Premises) [ECO(SP)] will be an added advantage.
• Competent in reading and understanding technical/structural drawings, e.g. as-built drawing.
• Good business acumen and strong managerial leadership qualities.
• Good interpersonal and communication skills
• Independent, resourceful, self-motivated, result oriented and a team player who is able to work well under pressure in a fast-paced environment.
• Versatile and quick in analysing and resolving problems within given deadlines.
• Good knowledge of statutory requirements / codes of practice on building services, facility operations, maintenance and safety.