Office Operations Executive

The Office Operations Executive will be responsible for the following: Hard Services Management Manage Facility PPM (Planned Preventive Maintenance) Calendar for Mechanical, Electrical and Plumbing Equipment/Infrastructure • Validate the PPM Calendar and ensure that there are corresponding maintenance contracts in place • Facilitate the execution of the plan according to the aligned frequency, including provision of necessary HSS&E Documentation and adherence to safety procedures • Maintain required documentation of maintenance activities • Manage necessary internal and external communications related to required works Coordinate Base Building/Campus PPM, including Fire Safety Requirements • Facilitate access to SLC Office Block A to base building vendors, including managing any required HSS&E documentation • Assume Fire Warden responsibilities for the Office Block users, including facility vendors (e.g. cleaners) Manage necessary internal and external communications related to required Activities Soft Services Management Cleaning & Cleaning Supplies • Review and validate current SOW with cleaning vendor and monitor adherence to the specified contract scope • Manage attendance of cleaners, including training of identified back fill • Manage requests for additional cleaners works • Monitor and manage performance of cleaning vendor vis-à-vis contract KPIs and visual quality assurance (i.e. cleanliness and hygiene standards are maintained) Plant Maintenance • Validate the agreed maintenance schedule • Support any additional requirements Security (Block A Office Only) • Facilitate required maintenance schedule, including any system / patch upgrades Coffee Machine and Water Dispenser • Facilitate required maintenance schedule Pest Control Arrange for any ad hoc facility pest control requirements Reception and Mail Management Provide visitor access to L2 Main Door during office hours (carried out remotely on an ad-hoc basis) Facilitate courier/delivery pick-up Facilitate mail delivery and ensure that mail is sorted and stored in an orderly manner Repairs & Maintenance Carry out daily site walks to proactively identify faults/service gaps/ repairs Manage resolution of requests/issues/fault raised by users on site Manage all repairs / maintenance works (either identified during site walk or raised by users) • Engage relevant vendor • Schedule inspection • Facilitate entry and execution of works • Validate acceptance/issue resolution Manage all necessary internal and external communications Pantry & Office Supplies Management Manage pantry and office supplies to ensure: • Timely and adequate stocking of agreed consumables Storage of relevant items in a clean and orderly manner Office Operations Maintain all relevant documentation specific to the facility, including but not limited to: • As Built Drawings • OMM (Operating Manuals) • Maintenance Contracts • Regulatory approvals, if applicable • Locker and Storage allocations Maintain and manage facility equipment and fixtures, including but not limited to: • Key Press (Maintain access, completeness and proper tagging) • First Aid Kits • AED Visitor and JML Support • Manage security access to Block A RHO Only (Add, Remove and Manage access database) • Manage locker and storage access in accordance with Joiner/Mover/Leaver Access Facility Contract Management • Maintain database of facility related contracts • Manage contract milestones (i.e. inform of notice period, expiry dates and other critical milestones) • Support procurement activities, if required (e.g. request for quotations, facilitate vendor inspections) PO Management • Manage the raising and receiving of relevant facility-related expenses • Support vendor onboarding • Ensure timely creation of POs • Track payment of invoices on a monthly basis Track overall facility related expenses on a monthly basis Event Management Support the planning and coordination of internal events, meetings, and office activities Ad Hoc Manage the remainder and end of the Defects Liability Period Support any minor additions/ improvements on site Support asset tagging exercises if needed The candidate is expected to satisfy the following criteria: - Diploma or Degree in Facilities Management, Building Services / Engineering (Mechanical, Electrical), or Business Administration / Operations Management Fire Safety / Fire Warden certification Workplace Safety & Health (WSH) certification Specific experience in the following areas: 1-2 years of …