Facilities and Services Project Administrator

2 weeks ago

Singapore SINGAPORE AMERICAN SCHOOL LIMITED Full time

Overview


Under the supervision of the Facilities Office Manager, the role assists and supports the facilities team members, to complete significant organizational and administrative tasks.

This is to ensure the smooth running of the department including to assist with procurement.

The Facilities and Services Project Administrator is one of the primary customer facing roles of the department.


This role is responsible to support the efficient and compliant administrative operation of the department, including procurement, monitoring and maintaining systems for statutory and organizational compliance.


The role is responsible for supporting a range of procurement activities that ensure best value and transparency for the school.


This position has shared responsibility for the departmental documentation library and compliance filing systems, for both internal and external services.

This position will be on an
initial 2-year contract .

Responsibilities:

  • Design and establishment of administrative systems to ensure timely monitoring and notification for facilities related matters.
  • Procurement Monitoring and Support including sourcing for best value in the market and liaison with vendors.
  • Manage, Maintain and have responsibility for the Facilities library and filing system
  • For both hard and soft copy documents.
  • Updating of site specific files and other documentation, i.e. OMMs, drawings (bound & soft)
  • Office Administrative Management as required
  • Maintenance Master Schedule List
  • Updating and managing the progress of works around the campus. Taking ownership of the PPM schedule & Reactive Maintenance jobs thus ensuring that all tasks are completed in line with the service requirements.


 Purchasing
  • Update Schedule of Rates through competitive quotations, source quotations and prepare tenders in accordance with the departmental, School policies.
  • Liaison with outside suppliers and vendors
  • Engineer/service reports are completed and filed in the appropriate location Database is maintained in terms of current specialist subcontractors i.e. contact details etc Tracking job progress against predetermined KPIs including maximum allowable response and rectification times and implementing escalation procedures.
  • Report back to customers and internal teams on job progress and close out.


 Purchasing
  • Tracking and raising purchase orders and other related payment information against the departmental and school procedures.
  • Periodically inspect areas of the campus to ensure all areas are kept in a neat, orderly, clean, safe, and efficiently operating condition.
  • Maintain and refresh the electronic asset register (Asset Management System) to reflect Asset/plant replacement details, Disposal details of assets/plant & equipment, Warranty details / Location of plant & equipment, Suppliers & installers details
  • Uploading and amendment asset information as held in the helpdesk database
  • To work towards creating a culture within the operation that is dedicated to the principles of Best Value and to meeting the needs of the customers and other stakeholders.
  • To undertake any special assignments or projects in a planned and professional manner ensuring that any work undertaken is completed within stipulated timeframes and given a budget with the desired outcomes.
  • Ability to follow written and oral instructions
  • Complete assignments timely, completely and accurately
  • To undertake any other duties that may be required to meet the demands of the service. These may be varied from time to time to meet the needs of the service.
  • To take full responsibility for the development and implementation of own Personal Development Plan, and own continued professional development in those areas relevant to own role with
  • Understands and adheres to SAS compliance standards as they appear in the School Employment Handbook, Code of Conduct, Data Protection and Conflict of Interest Policy

Minimum Qualifications

  • High School Diploma or equivalent
  • Demonstrative independent organizational abilities.
  • Strong interpersonal, professional, communication, and collaboration skills.
  • Construction or Facilities Experience is preferred
  • Experience on a school or educational campus is preferred
  • Brings an enthusiasm and genuine passion for customer service
  • Ability to speak local languages an advantage

Physical Demands and Working conditions
This role is defined as 80% office based with regular need to visit spaces within the campus. No local or overseas travel is anticipated in this role. All duties and requirements are essential job functions.

Demonstrated Experience

  • 3 years + of relevant administrative experience;
  • Meticulous and detailed, initiative, with the ability to multitask, organize and prioritize work;
  • A team player who is able to work independently, and run administrative systems;
  • Experience dealing with both internal and external customers and support internal work related

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