Faciliites Admin Assistant

Our client is looking for Facilities Admin Assistant for their school campus. The role requires to coordinate and work closely with Facility Administrator on daily operations, includes but not limited to Administrative duties and Facilities and operational duties

Description:
**Administrative Tasks**
- Provide administrative support to the Facilities Department
- Assist with the flow of coordination of emergency preparedness/evacuation
- Prepare operational reports
- Prepare attendance report of Facilities, Security, First Aid, Maintenance and Housekeeping Teams (including OT and leave summary)
- Prepare and submit facility staff’s personal claim forms to HR for management approval
- Assist in the procurement of maintenance related equipment
- Maintain facilities records such as As-built plans, service contracts, leases, asset inventories and others.
- Be the point of contact for the feedback system in relation to facilities matters
- Be the minutes taker for facilities meetings

**Facilities Operations**
- Support and assist the Facility Administrator and Facility Manager to oversee the day-to-day operations (facilities services, security, health & safety, maintenance, first-aid, cleaning, landscaping and others)
- Participate in the inspection walkabouts and identify operational and maintenance related issues
- Coordinate with other facilities team members, supervisor and internal stakeholders
- Ensure the department’s compliance with the government regulations and environmental health and security standards
- Manage vendors and ensure the work is done with respect to the contractual agreements/SLA/KPI
- Monitor the maintenance and upkeep of facilities equipment to ensure smooth operation of the business and environment
- Assist in the review of facilities management policies, procedures and contracts.
- Oversee ad-hoc projects which includes planning, scheduling and reporting the project status
- Conduct site inspections and assessments to ensure all building procedures and performance measures
- Allocate and manage facility space to maximize its usage
- Assist in the planning of furniture purchases and allocation
- Act as a coordinator for Maintenance and Housekeeping Team to attend to all HR related queries e.g., leave, MC, attendance and OT and ensure that all staff are updated of company policies, procedures, processes.

**Security**
- Assist with the access card registration and de-activation
- Assist in the printing of Parent ID and granting card access to staff and allowed individual

**Workplace Health & Safety**
- Maintain and assist in the review of H&S requirements and records such as Risk Assessments, Fire Safety Audit, Crisis Management and others.
- Understand and adhere to safety procedures
- Attend to safety and emergency response trainings, e.g. fire drill and evacuation
- Maintain safe and clean working environment
- Ensure engaged service providers comply with the safety regulations and security rules

**Emergency Response**
- As part of the emergency response team, attend to job duties as assigned emergencies.

**Others**
- Support major school events such as AGM, Christmas Bazaar, Summer Fest and other events.
- Perform other tasks and projects as assigned by the Facility Administrator and Facility Manager.

**Requirements
- Nitec education and above
- Prior experience in administration role
- Service oriented attitude
- Good team player
- Good communication skills and able to speak well in English
- Initiative and proactive
- Location: Upper Bukit Timah

HR Affiliates; EA No: 10C3060; ROC No: 53164100K