Associate Director, Facilities and Services

**Overview**

Reporting to the Director of Facilities and Services, this is a highly visible position requiring strong organizational and operational leadership including developing a culture in line with the values of the school.

The Associate Director supports a well maintained, customer-focused environment for all students, faculty, staff, visitors, vendors, property and institutional resources of SAS and ensures the department plays a critical role in emergency preparedness and response.

This position supports, develops and implements systems, policies and processes that serve as the front face for the department, and represents the school and the department to the School community, general public and external agencies.

The Associate Director provides overall leadership for the administrative support and maintenance teams and a range of external consultants and contractors.

**Responsibilities**:
**Vision and Strategy - Supporting Mission & Values of SAS, Planning and Goal Setting**
- Assists in establishing and leading strategic priorities for the department
- Under direction of the Director, sets priorities for needs of the whole community within the framework of the School’s Strategic Plan
- Assists the Director in integrating long range capital and maintenance planning activities and will be responsible for the review, updating and implementation of the 15-year asset management plan from planning through construction

**Procurement and Vendor Management**
- Manage the vendor procurement and management practices of the department and ensure renegotiation and tendering, including tender documentation, evaluation of tenders and preparation of contracts is in accordance with agreed SAS procurement guidelines
- Coordinate and monitor the contractor management program Facilities Operations
- Implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems
- Implement a Preventive and Planned Maintenance programme to minimise maintenance, repair and replacement costs together with minimising the risk of plant failure
- Ensure consistency of policies & procedures with regular updating of the portal and that all staff have adequate familiarity with the systems as well as the policies
- Implement, comply with and audit all internal management systems, for quality assurance

**Risk Management**
- Assist in the implementation of a property risk management program which identifies major property risks including occupational health and safety, fire safety and essential services and environmental
- Ensure critical operations and sites are identified across the region
- Develop guidelines and strategies to protect health and safety of staff and others
- Ensure disaster recovery and business continuity planning is implemented and maintained
- Planning for, responding to and addressing facility-related emergencies
- Monitoring and inspecting buildings and premises for fire, security, and safety issues, including compliance with Singapore statutes and obtaining all necessary permits and licenses for on-campus work

**Customer Service / Client Relationships**
- Ensure effective communications and reporting to clients’ on operation matters
- Evaluate service response time and analyze occupants’ service request trends and suggestions
- Ensure feedback from client sessions is recorded and action to the satisfaction of the end user
- Proactively develop and manage client / business unit relationships ensuring that the expected service levels are achieved across the region.
- Lead by example and groom the team in achieving maximum client satisfaction level

**Financial Management - Financial Prudence, value for money delivery**
- Develop and implement annual campus maintenance plan, capital (CAPEX) projects plan and grounds maintenance plan
- Allocate resources fairly and effectively within given financial constraints
- Establish, monitor and manage Facilities Operations teams operational and fixed assets Budgets based on historical data of the Departments and on own forecasts and calculation of future requirements and in relation to School enrollment and curriculum forecasts
- Prepare or assist in the preparation, review, and management of the annual facilities and maintenance budget, justification of building expenditures and repairs, analyze of operating expenses, tool and equipment acquisition and other issues essential to the operation of the School
- Ensure that the team delivers meaningful inputs in the development of management reports

**Implement, manage, and control the approved Budget through**:

- Use of schools purchasing and procurement procedures
- Maximizing revenue earning potential and opportunities with stated guidelines
- Review monthly financial reports for accuracy and completeness
- Signing approvals on all Requisition Forms received from all Departments under responsibility
- Signing all Payment documentation related to