Associate Director, Facilities and Services

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

The Facilities and Services department is responsible for maintaining the current 130,000 M2 Woodlands campus new construction, which is currently extensive 

The Associate Director supports a well maintained, customer-focused environment for all students, faculty, staff, visitors, vendors, property and institutional resources of SAS .

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 minimize maintenance, repair and replacement costs together with minimizing 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 own area of responsibility
• Ensuring that expenses incurred within own areas of responsibilities are in line with the approved Budget

People - Collaboration – Empowering others, Coaching for Success, Leading Others

• Ensure the team is well trained on all facilities policies, procedures and systems.
• Oversee the induction process to ensure team work, consistency & rationalization of the team (both insourced and outsourced)
• Demonstrate effective but sympathetic approaches to performance management and professional development to maximize staff performance
• Coach individuals within the team and is alert to needs
• Contribute to effective succession planning
• Foster an environment where creativity and excellence flourishes
• Set clear boundaries and expectations providing freedom for the team to work effectively
• Articulate policy, purpose and priorities to the Team, community and externally
• Manage, control, and provide guidelines to subordinates on their daily operation; solve their daily operational problems as deemed necessary; conduct performance appraisals of direct subordinates
• Coordinate and provide in-school workshops and PD opportunities.
• Collaborate with Director and HODs to ensure process of training allocation is fair and transparent

Maintenance (excluding Housekeeping, Security and Other Soft Services)

• Ensure a safe working environment
• Ensure compliance with standards for Gardening, road maintenance, tree pruning and removal, painting and running repairs and rectifications
• Ensure continuity and stability of the underlying campus infrastructure to ensure minimal disruption to the community
• Plan, prioritize, schedule, budget, assign, supervise, evaluate, and participate in the work and direction of the Maintenance team
• Contribute to the development and implementation of goals, objectives, policies, and priorities Facilities Office
• Supervise maintenance operations establishing the strategic direction, and long range plans for improvements, projects, and reducing maintenance backlog
• Responsible for oversight and coordination of all major and minor maintenance project related tasks, and work collaboratively with maintenance engineer (electrical and building) and BAS specialist, and external consultants and contractors
• Develop an annual facility condition inspection regime and report as part of maintenance planning
• Update asset management plan annually
• External Environment - Expanding our Influence, remaining informed
• Meet and coordinate regularly with other international Schools
• Establish links, partnerships and opportunities for collaboration with external organizations and individuals that can enhance or assist with the schools mission.
• Work with the Executive Director of Facilities and Operations to identify and implement integration opportunities in the local communities.

Communication – Ensuring Sensitivity, Building Consensus, solving problems

• Engage all members of the community across all levels
• Attend and organise a minimum number of meetings deemed essential for effective communication or decision making.
• Complaints - Manage and control all complaints received from staff, students, parents and external users of school’s facilities pertaining to services under own areas of responsibilities through delegating to respective direct subordinate to identify sources of complaints, correct the issues involved, and find a viable solution as preventive measures; self-handle any complaints which may not be able to be resolved by direct subordinates; recommend changes on related operation policies required based on sufficient evidence arise from repetitive complaints received on daily operations.
• Conduct daily discussions on operational issues and provide solutions as deemed necessary
• Manage and implement surveys to gain information and feedback from staff and parents

General

• Ensure compliance with all Authorities requirements, school policies and procedures as related to the job responsibilities of this position
• Schedule and implement campus maintenance, renovation and capital projects in logical steps and budget time required to meet deadlines
• Organize and maintain departmental facilities and equipment
• Ensure organization and cleanliness of facilities; respond to and address facility related emergencies
• Oversee and manage departmental support to campus and  school events
• Help reinforce and develop cross campus initiatives, systems and coordination
• Identify and collect useful cross campus facilities related metrics as part of a data driven decision making culture
• Direct the overall planning, development, and administration of facilities management programs in such areas as capital improvements, building maintenance and repair, and procurement of property and supplies, in coordination with the facilities or  board committees.
• Ensure all aspects of the buildings and grounds are maintained in good condition
• Complete government related reporting as necessary
• Perform other duties related to current position as assigned by Executive Director of Facilities and Services, and/or Chief Operating Officer

Requirements:

• At least 10 years relevant local Singapore experience supervising a team, implementing construction projects, and/or managing hotel/hospital/university facilities operations
• Degree in architecture, construction, engineering or similar professional qualifications from a recognized university. Registration with the Board of Architects or Engineers would be beneficial
• Experience with large institutional or multi national company facilities that have undergone new construction or major building renovation programs preferred
• Familiarity with all craft/trade occupations represented by school support personnel
• Experience should include a well rounded background including construction and extensive knowledge of Mechanical & Electrical systems, including equipment maintenance and repairs.
• Working knowledge of the Workplace Safety & Health Act and the Biz Safe framework would be an advantage
• Proficiency in appropriate technology and software solutions (Google suite, Microsoft Project, AutoCAD, etc) is highly desirable

Personal Attributes and Characteristics:

• Fluency in English and excellent communication skills: written, spoken and in presentations
• A passion for people management
• Outstanding interpersonal skills: a good listener with a collaborative management style
• Excellent skills of self-management and a track record of self motivation and drive
• Excellent analytical skills and good IT proficiency
• Possesses honesty, integrity and compassion
• Reflective
• Professionally credible across all levels of the organization
• Ability to develop a sense of community and generate trust with all constituent groups
• Strong organizational and proven problem-solving skills
• Proven ability to develop and lead talented staff
• Ability to think strategically
• Cultural sensitivity
• Positive work attitude, growth mindset, and initiative

Knowledge and Experience Capabilities:

• Experience of middle leadership, ideally in a cross cultural environment
• Considerable knowledge and experience of M+E systems, building and grounds maintenance and equipment repair.
• Knowledge of operational, customer facing systems in a similar environment - Hotel, Large School, university etc.
• An understanding of budgetary processes and financial management in large organizations
• Knowledge of health and safety frameworks in an education or institutional setting
• Knowledge of the role and use of technology to support delivery of services
• Understanding of the principles of organizational culture and behavior
• Knowledge of human resource development systems and processes
• Knowledge of the role and importance of team dynamics within a working environment