Facilities Administrative Assistant
GESS, Singapore
Experience
1 Year
Salary
0 - 0
Job Type
Job Shift
Job Category
Traveling
No
Career Level
Telecommute
No
Qualification
As mentioned in job details
Total Vacancies
1 Job
Posted on
Aug 5, 2022
Last Date
Sep 5, 2022
Location(s)
Job Description
Currently, more than 1800 students are learning at GESS supported by more than 400 full time and part time academic and administrative staff members. In August 2018 GESS moved to Dairy Farm Road to a modern new school campus located at the edge of Singapore’s largest nature reserve.
Job PurposeCoordinate and work closely with Facility Administrator on daily operations, includes but not limited to:· Administrative duties· Facilities and operational dutiesKey AccountabilitiesAdministrative Tasks· Provide administrative support to the Facilities Department· Assist with the flow of coordination of emergency preparedness/evacuation· Prepare operational reports · Prepare attendance report of Facilities, Security, First Aid, Maintenance and Housekeeping Teams (including OT and leave summary)· Prepare and submit facility staff’s personal claim forms to HR for management approval · Assist in the procurement of maintenance related equipment· Assist the application and renewal of permits and licenses· Maintain facilities records such as As-built plans, service contracts, leases, asset inventories and others.· Be the point of contact for the feedback system in relation to facilities matters· Be the minutes taker for facilities meetings
Facilities Operations· Support and assist the Facility Administrator and Facility Manager to oversee the day-to-day operations (facilities services, security, health amp; safety, maintenance, first-aid, cleaning, landscaping and others) · Participate in the inspection walkabouts and identify operational and maintenance related issues· Coordinate with other facilities team members, supervisor and internal stakeholders· Ensure the department’s compliance with the government regulations and environmental health and security standards· Manage vendors and ensure the work is done with respect to the contractual agreements/SLA/KPI · Monitor the maintenance and upkeep of facilities equipment to ensure smooth operation of the business and environment · Assist in the review of facilities management policies, procedures and contracts. · Oversee ad-hoc projects which includes planning, scheduling and reporting the project status · Conduct site inspections and assessments to ensure all building procedures and performance measures · Allocate and manage facility space to maximize its usage· Assist in the planning of furniture purchases and allocation· Act as a coordinator for Maintenance and Housekeeping Team to attend to all HR related queries e.g., leave, MC, attendance and OT and ensure that all staff are updated of company policies, procedures, processes.
Security· Assist with the access card registration and de-activation· Assist in the printing of Parent ID and granting card access to staff and allowed individual· Update the records of Parent ID card and Card Decal applications and issuances
Workplace Health amp; Safety· Maintain and assist in the review of Hamp;S requirements and records such as Risk Assessments, Fire Safety Audit, Crisis Management and others.· Understand and adhere to safety procedures as outlined by GESS.· Attend to safety and emergency response trainings, e.g. fire drill and evacuation· Maintain safe and clean working environment · Ensure engaged service providers comply with the safety regulations and security rules
Emergency Response· As part of the emergency response team, attend to job duties as assigned emergencies.
Others· Support major school events such as AGM, Christmas Bazaar, Summer Fest and other events.· Perform other ta
Job PurposeCoordinate and work closely with Facility Administrator on daily operations, includes but not limited to:· Administrative duties· Facilities and operational dutiesKey AccountabilitiesAdministrative Tasks· Provide administrative support to the Facilities Department· Assist with the flow of coordination of emergency preparedness/evacuation· Prepare operational reports · Prepare attendance report of Facilities, Security, First Aid, Maintenance and Housekeeping Teams (including OT and leave summary)· Prepare and submit facility staff’s personal claim forms to HR for management approval · Assist in the procurement of maintenance related equipment· Assist the application and renewal of permits and licenses· Maintain facilities records such as As-built plans, service contracts, leases, asset inventories and others.· Be the point of contact for the feedback system in relation to facilities matters· Be the minutes taker for facilities meetings
Facilities Operations· Support and assist the Facility Administrator and Facility Manager to oversee the day-to-day operations (facilities services, security, health amp; safety, maintenance, first-aid, cleaning, landscaping and others) · Participate in the inspection walkabouts and identify operational and maintenance related issues· Coordinate with other facilities team members, supervisor and internal stakeholders· Ensure the department’s compliance with the government regulations and environmental health and security standards· Manage vendors and ensure the work is done with respect to the contractual agreements/SLA/KPI · Monitor the maintenance and upkeep of facilities equipment to ensure smooth operation of the business and environment · Assist in the review of facilities management policies, procedures and contracts. · Oversee ad-hoc projects which includes planning, scheduling and reporting the project status · Conduct site inspections and assessments to ensure all building procedures and performance measures · Allocate and manage facility space to maximize its usage· Assist in the planning of furniture purchases and allocation· Act as a coordinator for Maintenance and Housekeeping Team to attend to all HR related queries e.g., leave, MC, attendance and OT and ensure that all staff are updated of company policies, procedures, processes.
Security· Assist with the access card registration and de-activation· Assist in the printing of Parent ID and granting card access to staff and allowed individual· Update the records of Parent ID card and Card Decal applications and issuances
Workplace Health amp; Safety· Maintain and assist in the review of Hamp;S requirements and records such as Risk Assessments, Fire Safety Audit, Crisis Management and others.· Understand and adhere to safety procedures as outlined by GESS.· Attend to safety and emergency response trainings, e.g. fire drill and evacuation· Maintain safe and clean working environment · Ensure engaged service providers comply with the safety regulations and security rules
Emergency Response· As part of the emergency response team, attend to job duties as assigned emergencies.
Others· Support major school events such as AGM, Christmas Bazaar, Summer Fest and other events.· Perform other ta
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