Senior Executive, Facilities Management

We are looking for individual who have a strong passion for delivering exceptional service to staff of Nanyang Business School through timely communication and efficient facilities management operations.

The role provides the successful candidate with the opportunity to develop, contribute and grow oneself holistically across areas of excellence in customer relationship management and/or facilities & Contracts management within the department.

You will be an integral part of the team in managing and coordinating the development of NBS future workplaces, upgrading of existing workplaces and any other A&A projects.

Job Responsibilities:

Facilities Operations/Maintenance

• Coordinate, schedule and conduct daily inspection of assigned managed spaces / rooms to ensure a safe, secure, and conducive working environment. This includes monitoring facilities turnover and addressing issues identified.

• Adhere to the preventive maintenance schedules and ensure that corrective actions are taken promptly.

• Update and maintain detailed records to fulfill administrative and operational requirements.

• Perform administrative tasks in support of the division e.g. scheduling of Seminar Rooms, Lecture Theatres or any facilities utilisation

• Oversee, manage and supervise University in-house and external Contractors for maintenance/project works on site as and when required

Customer Relationship Management/Communications

• Plan communications/ advisories for residents on scheduled maintenance and unscheduled works.

• Establish and maintain a repository of templates for effective/efficient facilities-related communication with staff

• Liaise with various NTU/NBS teams for inputs and coordination

• Work with fellow team members on service delivery and ensure compliance with contractual obligations by vendors.

• Manage and resolve staff requests/ feedback /complaints received. This includes collaborating with internal and external stakeholders for resolution of issues reported.

Procurement Support

• Prepare work requisitions and purchase orders for maintenance and improvement works.

• Negotiate and co-ordinate with supplier and internal stakeholders for best possible price purchase and delivery time with quality required for the project.

• Formulate specifications and requirements for procuring necessary goods and services for operations, which includes assessing quotations/tenders.

Project Management

• Coordinate meetings with multi-Disciplinary Team Consultants, Contractors, relevant external agencies, as well as internal and external stakeholders to ensure project delivery

• Manage all assigned projects from conceptual stage to completion which includes tracking project budget, timelines and deliverables to ensure timely progress of initiatives’ objectives

• Assist in preparing monthly reports for senior management

Any other works as assigned.

Requirements:

• Diploma or Degree of any discipline

• At least 3 years of working experience in office management/services, customer service or relationship management.

• Having experience in facilities management/ renovation contractor or supplier management would be advantageous for this role.

• Good verbal presentation and written communication skills

• Detail-oriented with strong conceptual and analytical thinking skills

• Meticulous, independent, highly motivated with excellent team spirit and interpersonal skills

• Good understanding of Smart Workplace technologies

We regret that only shortlisted candidates will be notified.

Hiring Institution: NTU