FUNCTIONAL REPONSIBILTIES:

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 Price‑Quality 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.

MANGERIAL RESPONSIBILTIES:

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.

ORGANISATIONAL RESPONSIBILTIES:

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.

• 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.