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Job Info
Position : Facilities Management Coordinator cum Admin Support
Business / Support Unit : CFO
Function : Facilities Management
Reference No. : SGX/CFO/100619
Job Description

Job Purpose:

  • Provide support on financial management and business analysis; governance and central processes; management reporting and systems, ISOs certification, risk and audit coordination.
  • Provide support on allocation of space for SGX portfolio including calculation and tracking of space recharges; assist with management and tracking of FM related assets where required for regulatory and/or management purposes.
  • Provision of information and advice to the on-site service provider(s) to coordinate delivery of the full range of service activities
  • Coordinating and administering site-level cost planning, financial controls and reporting
  • Manage FM operations and maintenance database including project documentation.
  • Supervising local administration of any system or data including reporting, action-planning and management information
  • Maintain oversight of Technical drawings, data business records and key documents to SGX standards
  • Provide administrative support to Central Procurement Unit 

 

Dimensions:

  • Annual budget: Opex & Capex – SGD5M
  • Number of Workstations – 1,200

 

Principal Accountabilities:

  • Assist in sourcing, recommendation and procurement process for FM.
  • Process, check, and verify all FM related invoices.
  • Comply with effective and timely acquisition of end user requirements
  • Analyze actual spend pattern (catalog / non-catalog, BAU / projects); conduct value analysis and value purchasing.
  • Manage routine financial transactions within delegated authority including raising purchase orders and requisitions, administering season parking, petty cash and coordinating the timely payment of invoices
  • To create relevant FM related PO in SAP after PR approvals.
  • To perform FM related invoice parking once the requestor has GR (Goods received) in the SAP system.
  • Manage the efficient, timely entry and maintenance of documentation as well as approval process.
  • Establish and maintain arrangements for managing customer requests and administering work-flow optimising the use of the FM system (where available)
  • Provide service provider(s) with advice on policies and standards for soft and office services
  • Measure service performance against set targets (including contract scorecards), support improvement activities where needed and provide assurance to the Head of Facilities Management on service integrity/compliance issues
  • Make arrangements to measure key customer and end-user satisfaction with support services, and execute improvement plans as appropriate
  • Establish policies and arrangements for the management of waste streams, maximising recycling opportunities and drive sustainability programmes
  • Work with the Head of FM to prepare budgets and cost forecasts (in SAP or local equivalent), and provide regular cost reports for the site team
  • Act as the primary link with Central Finance for alignment on cost coding, management info, business controls, cost analysis and benchmarking etc
  • Manage routine financial transactions within delegated authority including raising purchase orders and requisitions and coordinating the timely payment of invoices
  • Provide first-level support to the SGX team and service provider(s) on FM systems including advice on system configuration and administration, and maintain oversight of the system data structure and integrity
  • Support the Head of FM with contract spend information (actual vs. approved), target cost administration, approval of contract financial transactions and local procurement
  • Act as Records Management Focal Point including maintenance of the site File Plan and information integrity including control of drawings, inventories, processes, licences, consents etc to SGX standards
  • Provide general support to the FM team including arrange and participate in team meetings, conferences and project activities
  • Assist in the filing of forms, reports and application for security, phone, central procurement and other services that require filing work.
  • Assist in the filing of security access application.
  • Maintain and update M&E, housing keeping and security related contracts.
  • Schedule and monitor maintenance or A&A related work to ensure they are carried out and delivered according to requirements.
  • Maintain and update the logbooks, checklists, SOPs, PM schedules and other related service reports.
  • Assist in documentation and planning of fire drill/evacuation plans / BCP exercise.
  • Overall keys management for FM.
  • Assist in the other day to day operation related to M&E services, housekeeping, telecommunication, AV and security related services.
  • To manage and update all phone lines including any addition or deletion or services; update telephone listings on a monthly basis.
  • To liaise with the cabling contractors on any patching and laying of cables pertaining to telephony
  • Any other duties as assigned by Head of FM

 

Key Challenges:

  • Coordinating complex and/or multiple service providers across the offices
  • Balancing the drive for service standardisation and satisfying varying business needs.
  • Maintaining the quality and integrity of information data and record keeping
  • Maintaining knowledge of FM system developments so as to provide effective 1st line support
  • Balancing routine activities with responding to information requests
  • Demanding business environment

 

Job Requirements
  • Facilities Management or contracts management experience/qualification
  • Experience of the major service lines (housekeeping, catering, mail)
  • Experience in managing service contracts
  • Experience in managing stakeholders
  • Experience of working with SAP or similar