Senior / Facilities Executive (Services)

The posting

Job Description

1. Plan and coordinate campus logistical operations to support the school's curriculum, events and activities, including internal and external engagements. Anticipate operational requirements, coordinate resources and stakeholders, and ensure timely and effective delivery of logistical arrangements.
2. Plan and oversee campus security operations, including security manpower deployment, security procedures and electronic security systems such as CCTV, electronic access control, intrusion detection, automatic roller shutters and visitor management systems. Monitor service effectiveness, identify security and operational risks, and coordinate follow-up actions to maintain a safe and secure campus environment.
3. Manage and optimise campus logistics and resources, including furniture and equipment movements, storage, deliveries and disposal. Plan deployment and resource allocation, coordinate schedules and service providers, and establish effective processes to support operational efficiency and the school's changing needs.
4. Oversee the operational management of leased facilities and ancillary services, including the school canteen, vending machines and other tenancy agreements. Monitor service standards, contractual compliance and tenant performance, address operational issues, and coordinate with relevant stakeholders to ensure services meet the school's requirements.
5. Manage service contracts and contractor performance within the assigned portfolio. Monitor contractual obligations, service standards and key performance indicators (KPIs), identify performance gaps and drive corrective actions. Coordinate procurement and tender exercises, evaluate service requirements and support contract renewals to ensure service quality, value for money and operational continuity.
6. Coordinate and manage work requests and contractor deployment for security, events and logistics works. Assess operational requirements, review quotations, prepare work orders and monitor work progress and completion to ensure compliance with approved procedures, safety requirements, timelines and service expectations.
7. Develop and monitor operational budgets and expenditure for the assigned portfolio. Track spending against approved budgets, analyse expenditure trends, prepare regular operational reports and provide recommendations to management on resource allocation, cost control and service improvements.
8. Drive continuous improvement and digitalisation by reviewing existing operational processes, identifying service gaps and opportunities for improvement, and leveraging technology to streamline workflows, strengthen operational oversight and enhance service delivery and the campus experience.
9. Coordinate cross-functional FM support and service continuity across other facilities management functions, including cleaning, pest control, landscaping and related services, as required. Work collaboratively with internal teams and service providers to resolve operational issues, coordinate overlapping activities and maintain consistent service standards across the campus.
10. Undertake other duties as assigned in support of the school's operational priorities and organisational needs.

Job Requirements

• Diploma or Higher NITEC, with at least 5 years of relevant experience in Estate or Facilities Management. Candidates holding a Green Mark Accredited Professional (GMAP) or Green Mark Accredited Professional (Facilities Management) qualification will also be considered favourably.
• Experience in managing or coordinating Estate operations, including service providers, contractors, maintenance activities, logistical arrangements or facilities-related contracts.
• Strong planning, organisational and coordination skills, with the ability to anticipate operational needs, manage competing priorities and ensure timely completion of tasks and activities.
• Demonstrated ability to work independently, exercise sound judgement, resolve operational issues and recommend practical solutions with minimal supervision.
• Good analytical and problem-solving skills, with the ability to assess operational requirements, identify service gaps and recommend improvements to work processes and service delivery.
• Good understanding of contract management, service performance monitoring, procurement processes and budgetary control will be an advantage.
• Experience or involvement in sustainability initiatives, environmental management or green building practices will be an advantage.
• Knowledge of relevant regulatory requirements, particularly the Workplace Safety and Health Act and/or NEA's Environmental Sanitation Regime, will be an advantage.
• Good written and verbal communication skills, with the ability to prepare clear reports, present recommendations and coordinate effectively with internal stakeholders, contractors and service providers.
• Strong interpersonal and customer service skills, with the ability to build professional and collaborative working relationships with staff, service providers and other stakeholders.
• High level of accuracy and attention to detail, with the ability to maintain proper documentation and ensure compliance with established procedures and requirements.
• Proficient in the use of digital tools and applications, with an interest in leveraging technology to improve operational efficiency and service delivery.
• Good time management skills and the ability to manage multiple assignments, work under pressure and meet tight deadlines while maintaining service standards.
• This is a 2-year contract (renewable)