KEY RESPONSIBILITIES AND ACCOUNTABILITIES
- General clerical and administrative work in compliance with audit requirements (where relevant) e.g. Letter typing, drafting of proposals and quotations, documentation, and filing.
- Provide administration and operational support for Project Management, rectification works etc. e.g. Preparation of Tender and Contract Documents, conducting site inspections, attending site meetings etc.
- Oversee building inspections (e.g.: as Water Tank Inspection, windows, and doors, etc.) and maintenance security systems, fire protection, other safety systems, and other term contractors.
- Provide direct assistance to the Estate Manager during meetings e.g., attending meetings for project discussions, legal proceedings, drafting of minutes of meetings (when necessary) etc.
- Report writing – assist in drafting descriptions, findings, conclusions, recommendations, cost estimates and opinions, etc.).
- Participate in surveys and liaise in various government agencies.
- Preparation of various reports. e.g., Quarterly Report for MSF Review Committee, Estate Building Comm, GM under Estate & others.
- To monitor in the distribution, safe keeping, recording, and updating all issuance of keys.
- Monitor building maintenance budgets and report to Estate Manager of expenditures.
- Oversee the performance of term contractors and inspection of completed jobs.
- Liaising with suppliers and contractors for repair, maintenance, servicing, and other estate related items.
- Attend to complaints, feedback, issues & requests from building tenants/occupants and provide relevant follow-up. Familiarity with Freshdesk system will be advantageous.
- Assist with emergency response and evacuations and be in-part with any table-top exercises (TTX).
- To supervise cleaning personnel to ensure deliverance proper cleaning, disinfection, and upkeep through bi-annual cleaning audit checks with the cleaners and supervisor.
- To prepare ECC cleaning & disinfection checklist and other documents to be submitted to NEA every 10 days. (Work with IT on availability of other resources for tracking.).
- To conduct PowerPoint presentation regarding estate job scope such as induction of new staff and ECC Cleaning Regime, etc.
- To be part of two committees: Fire Safety & PDPA and to attend EMT when invited by the Executive Director.
- To draft Standard Operating Procedures (SOPs), Memorandum of Understanding (MOU), and Facility Sharing Agreement (FSA) for various facility management requirements with other agencies (e.g.: Assumption Pathway School, Montfort Care, Montfort Centre).
- To renew, manage, and upload all Term Contracts, SOPs, Funding Agreements, SOPs, and MOU to Document Management System (DMS) To upload and post all the necessary notifications and FAQs via Boys’ Town Intranet System.
- To conduct proper Price-Quality Matrix (PQM) and Quotation Comparison assessment for all Term Contract and tender process for Consultants or Contractors during Renovation works.
- To raise all the necessary claims, payment requisition, invoices, petty cash, or other payment requirement using the AGPortal System.
MANAGERIAL
- Provide coaching and guidance to junior staff (Estate Officers/ Maintenance Officers). Supervision and delegation of ground staff of inspection and repair works.
- Monitor cleaners’ performance and behavior stationed on site and assess their compliance to ES Regime requirement.
- To monitor and provide guidance to interns on estate management and liaison with the respective schools in other paperwork requirements.
