Office Operations Executive

The Office Operations Executive will be responsible for the following:

Hard Services Management

• Validate the PPM Calendar and ensure that there are corresponding maintenance contracts in place
• Facilitate the execution of the plan according to the aligned frequency, including provision of necessary HSS&E Documentation and adherence to safety procedures
• Maintain required documentation of maintenance activities
• Manage necessary internal and external communications related to required works

• Facilitate access to SLC Office Block A to base building vendors, including managing any required HSS&E documentation
• Assume Fire Warden responsibilities for the Office Block users, including facility vendors (e.g. cleaners)

Manage necessary internal and external communications related to required Activities

Soft Services Management

• Review and validate current SOW with cleaning vendor and monitor adherence to the specified contract scope
• Manage attendance of cleaners, including training of identified back fill
• Manage requests for additional cleaners works
• Monitor and manage performance of cleaning vendor vis-à-vis contract KPIs and visual quality assurance (i.e. cleanliness and hygiene standards are maintained)

• Validate the agreed maintenance schedule
• Support any additional requirements

• Facilitate required maintenance schedule, including any system / patch upgrades

• Facilitate required maintenance schedule

Arrange for any ad hoc facility pest control requirements

• Provide visitor access to L2 Main Door during office hours (carried out remotely on an ad-hoc basis)
• Facilitate courier/delivery pick-up
• Facilitate mail delivery and ensure that mail is sorted and stored in an orderly manner

Repairs & Maintenance

• Engage relevant vendor
• Schedule inspection
• Facilitate entry and execution of works
• Validate acceptance/issue resolution

Manage all necessary internal and external communications

Pantry & Office Supplies Management

• Timely and adequate stocking of agreed consumables

Storage of relevant items in a clean and orderly manner

Office Operations

• As Built Drawings
• OMM (Operating Manuals)
• Maintenance Contracts
• Regulatory approvals, if applicable
• Locker and Storage allocations

• Key Press (Maintain access, completeness and proper tagging)
• First Aid Kits
• AED

• Manage security access to Block A RHO Only (Add, Remove and Manage access database)
• Manage locker and storage access in accordance with Joiner/Mover/Leaver Access

• Maintain database of facility related contracts
• Manage contract milestones (i.e. inform of notice period, expiry dates and other critical milestones)
• Support procurement activities, if required (e.g. request for quotations, facilitate vendor inspections)

• Manage the raising and receiving of relevant facility-related expenses
• Support vendor onboarding
• Ensure timely creation of POs
• Track payment of invoices on a monthly basis

Track overall facility related expenses on a monthly basis

Event Management

Support the planning and coordination of internal events, meetings, and office activities

Ad Hoc

Support asset tagging exercises if needed

• Diploma or Degree in Facilities Management, Building Services / Engineering (Mechanical, Electrical), or Business Administration / Operations Management
• Fire Safety / Fire Warden certification
• Workplace Safety & Health (WSH) certification

Specific experience in the following areas:

• 1-2 years of experience in Facilities management / building operations and office administration or corporate services
• Managing PPM (Planned Preventive Maintenance) schedules
• Vendor and contract management
• Office operations (cleaning, security, pantry, etc.)
• Managing inbound / outbound mails
• Coordinating maintenance works (MEP systems, fire safety, pest control) and workplace services and corporate office environment
• Microsoft Excel / Powerpoint
• Basic understanding of Procurement processes