Senior/lead Executive

2 weeks ago

Singapore NYP Nanyang Polytechnic Full time

**[What the role is]**

**[What you will be working on]**

**Administrative Responsibilities**:

- Develop and monitor budget forecasts, ensuring accurate tracking of expenditures and alignment with departmental goals.
- Oversee the processing and verification of payments, including vendor invoices and service claims.
- Manage contract administration and procurement activities, ensuring compliance with procurement policies and timely renewals.
- Administer campus key management, ensuring secure issuance, tracking, and retrieval processes.
- Maintain and update campus space data, ensuring accuracy for planning, reporting, and operational use.

**Tenancy Management - Apartment Blocks**:

- Manage tenancy operations for three apartment blocks, including rental rate reviews, preparation of tenancy agreements, and occupancy planning.
- Supervise the appointed IFM service provider for tenant check-in/out, repair coordination, and inventory accountability.
- Oversee refurbishment and building works, ensuring timely execution and quality standards.
- Strategize to meet occupancy rate targets, leveraging data insights and stakeholder engagement.
- Coordinate repairs and maintenance with internal teams and external service providers.
- Supervise contractors to ensure timely completion of work and adherence to contract obligations.
- Conduct regular audits of facilities to identify repair needs, ensure compliance with regulatory standards, and recommend improvements.

**Tenancy Management - Food Outlets, Printing Services & Vending Machines**:

- Manage contract renewals and tenancy agreements for food stalls, printing services, and vending machines.
- Review food and beverage pricing, ensuring affordability and value.
- Collaborate with operators to introduce a diverse and appealing food selection for campus users.
- Oversee renovation works at food stalls and printing outlets, ensuring mínimal disruption and compliance with safety standards.
- Coordinate repairs and maintenance and supervise service providers to ensure service standards are met.
- Conduct facility audits to assess infrastructure conditions and ensure regulatory compliance.

**[What we are looking for]**
- Relevant experience in Facilities Management, Administrative Operations, and/or Tenancy Management.
- 2-5 years of relevant working experience
- Meticulous attention to detail and a structured approach to problem-solving and documentation.
- Strong interpersonal skills and ability to work collaboratively across teams.
- Excellent communication and writing skills for stakeholder engagement and documentation.
- Proven experience in project management, including planning, execution, and vendor coordination.
- Proactive mindset with the ability to work independently in a fast-paced and dynamic environment.
- Strong computer literacy, including proficiency in Microsoft Office, Excel and FM systems.
- Experience in data analysis and reporting will be an added advantage.
- Experience in visualization and workflow tools will be an added advantage.

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