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Admin & Operations Assistant (6 months contract)

Apply now Job no: 492879
Work type: Contract
Location: Seng Kang
Categories: Building and Estate Management

Job Responsibilities

General Building, Facilities and Equipment Maintenance

  • Coordinate/ supervise the repair and maintenance of building/equipment with HQ Facilities/external vendor respectively.  
  • Ensure that the facility issues in the EICs are responded within 1 working day. To work with HQ Facility Team and the respective management centre (HDB/Town Council/MSF) to rectify such issues/concerns.
  • Conduct periodic inspections of the building/facility and equipment to determine the state or condition using the Checklist. To follow-up on any defects works and complete the task.
  • Liaise and correspond to keep track of all term contracts maintenance works: coordinate with respective service provider on the schedule for maintenance and ensure that all services are carried in accordance to the contract terms.
  • Coordinate with Centre Manager and AWWA HQ Facilities on any major rectification work follow-up and documentation.
  • Ensure that the essentially tools to minor rectification are kept in good condition, replenished and available for minor works.
  • Work closely with the Centre Manager, HQ Facilities Team on the planning for cyclical maintenance for the facility

Operational Functions

  • Routine check on the security of the premises.
  • Coordinate with cleaning vendor and to ensure that the premises is well-maintained at all times by conducting periodic checks.
  • Support all operational and logistical projects for events, activities and training.
  • Assist in the daily opening and closing of the centre by ensuring all gates and windows are properly locked at the end of the day
  • Support the Centre Manager in managing the security system (ADT) and train staff on when and how to activate and deactivate the system
  • Support the Centre Manager in coordination, communication and supplies disbursement in the event of an emergency such as HFMD 

 Risk Management Functions

  • Assist and support the CM on fire safety inspection and half yearly audit. This includes maintaining fire drill list of Fernvale.
  • Coordinate and support CM to conduct two (02) fire drill yearly and evaluate the effectiveness of the drills with feedback and follow-up action reports.
  • Assist Centre Manager to compile Workplace Safety Risk Assessment reports and ensure that it is filed properly.
  • Be one of the emergency contact persons for the ADT and Fire Alarm System
  • Ensure safety standards and regulations are observed and to assist in fire or other breakdown emergency response.
  • Monitoring of Incident Report: Assist to follow-up till closure of case, reporting in AWWA Intranet System and recording.

Procurement and Asset / Inventory Management

  • Coordinate the quarterly and ad-hoc procurement (Goods/Services) requests for centre.
  • Ensure effective procurement process: All process and supporing documents adhere to audit requirements and meet the quaterly timeline.
  • Coordinate the goods recipt, distributed and closing process efficiently.
  • Fixed asset and inventory management: Maintain and monitor the upkeep the centre equipment, furniture and resources. To keep records of all warranties.
  • Support the bi-annual Fixed Asset Audits.

General Administration

  • Cover duties for the Admin colleagues when necessary
  • Perform any other duties as directed by Supervisor, Manager, Director or CEO
  • Accomplish organisation goals by accepting ownership of achieving new and different requests; be proactive and explore opportunities to add value to job/tasks at hand

Job Requirements

  • O Level and ITE graduates in Facilities Management or a related qualification such as Operations Management or Project Management
  • Fresh graduates will be considered
  • Proficient in the use of Microsoft Office applications
  • Hands-on operations mindset is required
  • Experience in workplace safety & health risk assessment would be an added advantage
  • 3 months contract subject to 3 months extension 

Advertised: Singapore Standard Time
Applications close:

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