Facilities Administrator
Jones Lang Lasalle Property Consultants Pte Ltd
KEY RESPONSIBILITIES:
Facilities Operations:
Health, Safety, and Environment (HSE):
Procurement and Vendor Management:
Technology and Software Usage:
Space Management and Planning:
Administrative and Financial Management:
Project and Sustainability Initiatives:
QUALIFICATIONS & SKILLS:
Education:
Experience:
Key Skills:
Attributes of Ideal Candidate:
Performance Metrics:
Facilities Operations:
- Oversee the maintenance and repair of building systems, such as HVAC, plumbing, lighting, and security.
- Monitor office conditions and address issues related to cleanliness, functionality, and employee comfort.
- Respond promptly to facility-related requests and track resolution timelines.
Health, Safety, and Environment (HSE):
- Ensure compliance with all HSE regulations, guidelines, and internal policies.
- Conduct regular health and safety audits, risk assessments, and inspections.
- Maintain emergency response plans, including fire drills, evacuation procedures, and first aid readiness.
- Maintain proper documentation of incidents and resolutions.
- Support the environmentally sustainable practices, such as recycling programs and energy-saving initiatives.
Procurement and Vendor Management:
- Handle procurement of office supplies, furniture, equipment, and other facility-related resources.
- Evaluate, select, and negotiate with vendors to obtain the best value for goods and services.
- Monitor inventory levels and reorder supplies as needed to avoid disruptions.
- Maintain records of all procurement activities, contracts, and vendor performance.
- Ensure compliance with procurement policies and budget constraints.
- Collaborate with internal departments to source specialized materials or services for projects.
Technology and Software Usage:
- Utilize facilities management software (e.g., Corrigo, OnSite, EcoXtructure, PME, Security Expert, etc) to schedule and track maintenance tasks, monitor equipment, and manage facility requests.
- Leverage procurement and budgeting software to streamline purchasing processes and maintain records.
- Generate and analyze reports to improve facilities and procurement operations, providing actionable insights.
Space Management and Planning:
- Assist with office space planning, including seating arrangements and shared area usage.
- Coordinate office moves, expansions, or reconfigurations with minimal disruption.
- Monitor usage of shared resources, such as meeting rooms and parking spaces, to ensure efficiency.
Administrative and Financial Management:
- Process invoices, track expenses, and ensure adherence to the facilities budget.
- Support in cost savings initiatives to achieve cost prudence
- Maintain accurate records of facility operations, procurement activities, and safety documentation.
- Prepare and present, if necessary, reports on facility performance, procurement efficiency, and project updates.
Project and Sustainability Initiatives:
- Support facilities-related projects, such as renovations, relocations, or upgrades to building systems.
- Drive sustainability efforts by implementing eco-friendly practices and reducing energy consumption.
QUALIFICATIONS & SKILLS:
Education:
- Diploma in Facilities Management or
- Bachelor's degree in business administration, facilities management, procurement, or a related field (preferred).
Experience:
- 1-3 years of experience in facilities management, procurement, or office administration.
- Familiar with HSE regulations and procurement policies.
Key Skills:
- Proficiency in facilities management and procurement software.
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Budget management and vendor negotiation expertise.
- Analytical and problem-solving capabilities.
Attributes of Ideal Candidate:
- Proactive and Resourceful: Anticipates issues and resolves them effectively.
- Detail-Oriented: Ensures accuracy in record-keeping, compliance tracking, and procurement activities.
- Technologically Adept: Skilled at using modern workplace technology and eager to adopt new tools.
- Strong Interpersonal Skills: Builds positive relationships with employees, vendors, and stakeholders.
- Adaptable: Thrives in a dynamic, fast-paced environment.
- Customer Service-Oriented: Focused on providing a safe, functional, and pleasant workplace.
- Ethical and Transparent: Maintains integrity in procurement and operational practices.
- Sustainability-Focused: Committed to implementing environmentally friendly initiatives.
Performance Metrics:
- Compliance with HSE and procurement policies.
- Timeliness in resolving facility and procurement-related issues.
- Cost savings and budget adherence in procurement activities.
- Employee satisfaction with workplace services and safety measures.
- Vendor performance and compliance with SLAs.
- Successful completion of projects within scope, time, and budget.
JOB SUMMARY
Facilities AdministratorJones Lang Lasalle Property Consultants Pte Ltd
Singapore
2 days ago
N/A
Full-time