Assist in all functions in Business Development and Sales:
Support and assist BD & Sales A & A Team in getting quotation and preparing tenders documentation.
Preparation of tender summary. Maintain proper filing of tenders/quotations. Track tender submission date and schedule. Maintain & updating of contract documents and other information. Ensure all submission documentations are properly completed and signed off by authorized signatories. Ensure all submission documentations are properly completed and signed off by authorized signatories.
Inputting tender and servicing details into computer system and liaising with contract supervisors to expedite service response.
Track all tender opportunities and upcoming job opportunities.
Liaison with various departments particularly to accounts and purchasing departments to ensure correct processing of all purchase orders and invoicing.
Keep a register of suppliers/vendors and contract documents. Manage & update department’s document & sales reports in company’s system
Able to accept multi-tasking and general administrative roles especially in preparation of PowerPoint slides for presentation.
Any other duties as directed by immediate superior.
Requirements:
Higher NITEC or equivalent
Proficient in MS Office applications
At least 2 years' experience in administration support; preferably in facilities management industry
Ability to contribute as a team in a fast-paced environment
Senior Fire Safety Manager
Roles & Responsibilities:
To conduct checks and remove or cause to remove any fire hazard that is found in the premises.
To oversee the maintenance of the fire safety systems in the premises.
To test the fire safety systems to ensure that they are in good operating condition.
To educate the occupants in establishing a fire safe environment.
To train the occupants in basic fire fighting and rescue.
To conduct fire drills, table-top exercise (TTE) and to evaluate the evacuation procedures.
To supervise the operation of the Fire Command Centre (if available).
To set up a fire safety committee made up of suitable staff from the occupants.
To put up reports to the owners on the fire safety of the premises.
To be familiar with the various procedures of application, submission processes and enforcement matters.
To liaise and co-ordinate with SCDF on all matters relating to fire safety and its requirements.
To conduct at least two Table-Top Exercises and two fire drills within the specified premises within 12 months period (calendar year – Jan to Dec) and evaluate the effectiveness of such exercises and drills.
To prepare and implement the Arson Prevention Plan (APP)
To notify the SCDF immediately of any occurrence of fire incidents in the premises.
Requirements:
Diploma or Bachelor Degree in related fields in Facility Management or equivalent
Possess a Senior Fire Safety Manager certification
Relevant experience needed
Good leadership & Management Skills
Team player with good communication and excellent interpersonal skills
Must be able to work under pressure
Site Administrator
Roles & Responsibilities:
Support on-site supervisors & manager in managing technical & servicing details.
Inputting technical and servicing details into computer system and liaising with supervisors to expedite the service response.
Accuracy in updating & maintaining the database of stock control record.
Prepare weekly and monthly reports.
Update the organisation chart, attendance and manpower list.
Good track records of filing and scanning of documents.
Any other duties as directed by immediate superior.
Requirements:
2 years’ experience in FM site office providing admin support
Willing to work on 5.5 days/week
Able to handle stress and accept multi-tasking and general administrative roles
Competent in Microsoft Applications
Be able to work independently and at the same time possess good team spirit
Sales Executive
Roles & Responsibilities:
To increase market penetration and identify new business opportunities.
To assist in developing and implementing market strategy.
Contributing to Company profitability by following up on leads & increase customer base.
Grow and retain existing accounts by presenting new services.
Attending of site shows and site visits.
Assist in getting quotation and preparation of tender documentation for GeBIZ/Non-GeBIZ FM job.
Ensure timely completion of tender/ proposal submission before tender closing.
Any other assignment as directed by Superior.
Requirements:
Candidate must possess at least a Diploma in any field
At least 2 years of prior experience in performing in sales or business development
Competent in Microsoft Office Applications (Words, Excel and Powerpoint)
Fluent in English, Multi-language capabilities is an advantage
Self-driven and energetic personality
Facilities Executive
Roles & Responsibilities:
To prepare a daily cleaning schedule of works and ensure daily and routine works are carried out accordingly. Executive should monitor and follow up with the cleaners on their daily schedule.
To check, compile and file all the security CCTV, clocking report and patrol checklists on a weekly basis and record all security occurrence report.
To report to the cleaning and security of any non-compliance.
Coordination of facilities services including supervision, monitoring and coordination of projects and Addition and Alteration works.
Assist in audit, inspections, safety and risk assessment issues
Conduct site inspections and ensure all services and equipment are in good working condition and meets users’ expectations.
Represent Site’s Facility Management in its dealing with facilities service providers, including sourcing for quotations.
Recommend any improvements to reduce cost or increase efficiency of the facilities services.
Assisting clients in the general management and scheduling of contractors’ maintenance schedules.
Assist FSM to organize and implement an Annual fire drill – CERT exercise
To engage an FSM for the yearly inspection and fire drill upon receipt of client’s request.
Provide technical support and prepare draft contracts / service specifications for tenders or Request For Quotation exercises.
Organize and maintain proper facilities management documentation and records.
Prepare and submit a monthly report.
Standby and attend to site, if necessary, after office hours, weekends and public holidays, to attend to any emergency or urgent facility issues.
Requirements:
Minimum Diploma or Degree in Facilities Management or equivalent
Must be able to work under pressure
Team player with excellent interpersonal and communication skills
Diligent and strong attention to details
Contracts & Finance Executive
Roles & Responsibilities:
Will be responsible for the complete invitation to Quote (ITQ) administration including the preparation of ITQ specifications and quotation documents for other works as and when required by the Authority. The Contracts & Finance Executive shall comply with government procurement procedures of calling tender and recommending the award of contract
Prepare budgetary cost estimates, pre-quotation and pre-tender estimates for the calling of quotations and / or tenders for maintenance related works and services including A&A works
Prepare and draft including reviews and amendments of specifications for inviting quotations and / or tenders including submitting to the Authority the draft documents for vetting and approval.
Attend to Site visits, site show round arrangements and quotations / tender queries with interested contractors
Verifying quotations, including star rate items and put up recommendations to the Authority for approval
New contacts or renewal, updates maintenance requirements for incorporation into tender specifications
Settling the final accounts with term contractors within two months for the expiry of the contract
Regular maintenance audits and condition inspection of systems to ensure established standards are compiled with
Provide standards and guidelines for maintenance contractor’s compliance
Monitoring and tracking of maintenance expenditure
Preparation of maintenance budget for cost allocation and planning
Requirements:
Diploma in Facilities Management or equivalent
Minimum 2 years of work experience
Excellent communication skills and people management skills, tech savvy, service oriented
