Job Purpose
Assist the Manager in overseeing the following:
1. Ensure safety and maintenance of designated properties, complying with regulations, and recommend improvements for a safe and functional space.
2. Lead the in-house maintenance team in daily facilities maintenance.
3. Supervise contractors, ensure contractual obligations, and maintain smooth building operations.
4. Address tenant/client feedback, recommend and implement remedial actions.
5. Foster good relations with staff, contractors, and management.
6. Manage recordkeeping, audits (MSF, NEA-ES, internal),and defects management.
7. Support Manager on renovation projects, tender processes, management reports, and contractor management.
8. Perform ad-hoc assignments as assigned by Management.
KEY RESPONSIBILITIES AND ACCOUNTABILITIES
Functional:
1. Administrative Support:
- Responsible for general clerical and administrative tasks, ensuring compliance with audit requirements.
- Provide administration and operational support for project management, rectification works, tender/contract documents, site inspections, and meetings.
2. Building Inspections and Maintenance:
- Oversee building inspections and maintenance of fire protection systems and other building‑related works.
- Manage term contractors and inspect completed jobs.
3. Meeting Support:
- Assist the Estate Manager during meetings (project discussions, legal proceedings, minute-taking).
4. Report Writing:
- Draft reports, descriptions, findings, conclusions, recommendations, cost estimates, and opinions.
5. Surveys and Liaison:
- Participate in surveys and liaise with government agencies.
6. Report Preparation:
- Prepare various reports (Quarterly Report for MSF Review Committee, Estate Building Committee, etc.).
7. Key Management:
- Monitor key distribution, safe keeping, recording, and updating.
8. Budget Monitoring:
- Track building maintenance budgets and report expenditures to the Estate Manager.
9. Contractor Management:
- Liaise with suppliers/contractors for repair, maintenance, and servicing.
10. Tenant Support:
- Attend to complaints/feedback from tenants and provide follow-up (Freshdesk system experience advantageous).
11. Emergency Response:
- Assist with emergency responses, evacuations, and table-top exercises.
12. Cleaning Supervision:
- Supervise cleaning personnel, conduct bi-annual cleaning audits, and prepare ECC cleaning/disinfection checklists.
13. Presentations:
- Conduct PowerPoint presentations on estate job scope and cleaning regimes.
14. Committee Involvement:
- Participate in Fire Safety, EMT, and PDPA committees.
15. Document Management:
- Draft SOPs, MOUs, and Facility Sharing Agreements; manage/upload documents to DMS.
16. Procurement:
- Responsible for initiating quotation and tender exercises, including conducting PriceQuality Matrix (PQM) evaluations and quotation comparison assessments for term contracts and tenders.
17. Payment Processing:
- Raise claims, payment requisitions, invoices, and petty cash using the AG Portal System.
Managerial:
1. Staff Development:
- Provide coaching and guidance to junior staff (Estate Officers/Maintenance Officers).
2. Supervision:
- Supervise ground staff for inspection and repair work.
- Monitor cleaners' performance and behavior.
3. Internship Management:
- Monitor and provide guidance to interns on estate management and liaise with schools.
Organizational:
1. Fundraising and Commitments:
- Participate in fundraising activities and other commitments undertaken by Boys' Town.
2. Collaboration:
- Work closely with other staff, departments, and components of Boys' Town.
3. Additional Duties:
- Responsible for other duties assigned by the Executive Director or representative, as needed.
Requirements:
- Diploma or degree in Building Management, Estate Management, Facilities Management, or related fields.
- Fresh graduates are welcome to apply for the Executive position.
- Minimum 3-5 years of relevant experience in building management, facilities management, or related fields.
- Strong analytical and problem-solving skills, excellent negotiation skills, and proven customer service experience.
- Good team player with a service-oriented mindset.
- Independent, responsible, initiative-driven, and determined.
- Proficiency in Freshdesk, Document Management System (DMS), and Intranet systems (advantageous).
- Familiar with Addressable Fire Alarm System and SCDF Fire Code requirements.
- Excellent communication, interpersonal skills and the ability to handle multiple tasks successfully.
- Proficiency in Microsoft Office suite applications (Word, Excel, PowerPoint, Outlook).
- Familiarity with procurement frameworks, specifically the Price-Quality Matrix (PQM) process, contract management, and local regulations.
