Overview

The Administration staff of FM department is to provide administrative and office support to the FM team for the smooth-running of the Facilities Management operations in the hospital. The duties include document filing, procurement processing, processing payments and billing, receiving and processing of users’ requests, manage shared information folders, plan and schedule internal audits for FM department and administrative follow ups to budgetary matters (eg CAPEX, OPEX and MOHRR Funding). To assist the FM HOD to coordinate and prepare data/KPIs for reporting as required.

Job Responsibilities

1. Strong culture of administrative leadership and accountability for the FM department operations.

• Oversees Administrative processes for FM department

• Plan and Lead in the administrative duties and responsible for the meeting submissions timelines and/or expected deliverables for reporting purposes

• Administrative liaison for IHAM system matters with MOHH representative

• Assist FM HOD to organise meetings and briefings as needed

2. Procurement, Processes and Administration

• Process Service Provider’s invoices and claims in a timely manner

• Process payments and billings in a timely manner

• Work closely with FM HOD on Budget Management such as annual budget submission, accrual submission, monitoring of expenditures and tracking of FM Contracts and FM Projects (CAPEX, OPEX, MOHRR) availability and utilisation status.

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes eg GROSS ideas and implementation

• Process procurement requests (sourcing and purchase) as assigned

• Consolidate service agreements, ATAs, etc as needed

3. Knowledge Management and Asset Management

• Organize office records, files, memorandums, etc. in an effective manner.

• Upkeep the FM department shared information folders and FM assets (minor/ IT, etc)

• Quality check to incoming document, eg. Operation Maintenance Manuals and As-built Drawings received from Project team.

• Oversees the currency of master list of quality records, master document for SOPs, inventory, etc

• Participate and support in audits that the hospital subscribes to eg IT/DP & FM CSA, MOH Licencing and Inspection, MOH ESS, ISO45K audit, etc.

• Oversees administrative matters for Integrated Hospital Asset Management IHAM).

4. Manage Managing Agent Contract and Management

• Work closely with FM’s Contract Management Team on Managing Agent Contract matters such as Staff Compliance Checks and staff movements, outstanding work orders, spares and parts claims, permits and licenses renewal, etc

Requirements:

Qualification Required and Area of Discipline

• Bachelor’s degree preferably in Facility Management, Engineering or Business Management.

Required Competencies and Capabilities (Skills, Experiences and Professional Licences)

• Minimum 3 years of working experience in building industry and relevant administrative experience working in large organizations.

• Good verbal and written communication skills 

• Experience with contracts, financial, quality and facilities management principles.

• Possess good communication skills, problem-solving skills and a critical thinker.

• Proficient in office software