Senior Executive

2 weeks ago

Singapore National University of Singapore Full time
Job Description

The primary objective of this role in OSA (Office of Student Affairs) is to act as the facility coordinator to ensure seamless operation, security, and maintenance of all OSA managed spaces. Acting as the main liaison with relevant NUS department, you will address facilities-related issues, conduct safety and fault inspections and manage door access and CCTVs among other things. This role is also responsible for gathering requirements for new and existing spaces and participating in renovation taskforces. Your responsibilities extend to acting as OSA's fire safety coordinator, maintaining OSA's assets and any other duties that may be assigned.

Duties & Responsibilities :

Facility Management for OSA Spaces

  • Act as the primary contact on behalf of OSA, working closely with the relevant NUS department for general maintenance and facilities-related issues of OSA spaces which can include OSA offices and student spaces. Conduct routine inspections of OSA spaces and report any safety concerns, faults, issues promptly and liaise with relevant parties to ensure these issues are addressed.
  • Procure and coordinate the setup of CCTVs in OSA spaces, where needed. Ensure regular maintenance of CCTVs. Manage the CCTVs and follow-up on any security issues identified.
  • Act as the door administrator for OSA offices responsible for granting door access and keeping the access updated, reporting issues, etc and where needed, procure and coordinate the set-up of door access system.
  • Manage the booking process of conference and meeting rooms in OSA spaces, where needed.
  • Facilitate set up of rooms in OSA-managed spaces when necessary.

Space Requirements & Renovations

  • Provide support for planning for new spaces or renovation of existing spaces. This includes support for requirement gathering and preparation of proposals and liaising with relevant NUS departments.
  • Be part of the taskforce for renovation of OSA Spaces overseeing tasks such as calling for quotations for installation of building control systems, CCTVs, and other equipment. Prepare reports and documentation as required. The taskforce is also responsible to oversee the move of OSA spaces once the renovation is complete.

Fire Safety

  • Serve as fire coordinator of OSA spaces. This involves working with the relevant NUS Department on fire safety plan and procedures, liaising with fire wardens of other occupants of the building, conducting regular fire drill exercises and regular checks of the space to ensure no fire hazards.
  • Oversee fire wardens of OSA. Ensure there is communication of complete and timely information on fire safety to OSA staff. Manage the nomination of fire wardens within OSA and ensure they are trained for their role.
  • Represent OSA as the safety officer, managing OSA first-aiders and the maintenance of the first-aid boxes across OSA-managed spaces. Stay informed of the latest University guidelines and formulate procedures and guidelines on office safety for OSA.

Overseeing OSA's Office Equipment / Assets and Storage Spaces

  • Procure equipment for OSA and see to the maintenance of these equipment
  • Oversee OSA's asset inventory by managing the asset creation of new equipment in the Asset Management System and other aspects of the life-cycle of equipment in accordance with University policies.
  • Conduct annual verification of assets
  • Oversee the general maintenance of storage areas of OSA-managed spaces to ensure a well-organized and functional working environment.

Other Duties

  • Any other duties as assigned.
Qualifications
  • A degree in Facilities Management, Safety Management, Business Administration, or a related field would be beneficial.
  • 2 - 3 years of practical experience in facilities management, safety coordination, or a related field.
  • Strong communication, interpersonal, influencing and facilitation skills to collaborate with stakeholders at all levels.
  • Excellent organisational skills with proven ability to manage multiple priorities
  • Demonstrated problem-solving skills.

Department : Administrative Services

Employee Referral Eligible:

Job requisition ID : 23432

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