Primary?Function?
？?Provide?Administration?support?for?client’s?facilities.?Process?invoices?and?ad-hoc?requests?on?time.?
？?Use?initiative?and?creativity?in?performance?of?administrative?duties?and?assist?the?team?in?implementing?more?efficient?work?practices.?
？?Tight?and?timely?control?of?reimbursement?claims.?
？?Initiate?and?administer?Standard?Operating?Procedures?(SOP).?
？?Assist?regional?team?with?preparing?and?updating?client-specific?reports.?
？?Manage?building?/?facilities?management?contracts?to?ensure?that?the?service?delivery?and?contractual?obligations?are?delivered?and?executed?in?a?manner?that?fosters?and?achieves?customer?satisfaction.?
？?To?be?the?focal?point?person?with?the?client?representing?the?company?and?maintain?excellent?customer?relationship.?
？?To?co-ordinate?and?provide?management?reports?as?required?and?directed.?
Typical?Duties?
Financial?and?Budget?Control?
？?Process?invoices?for?submission?to?client?for?sign?off.?
？?Effectively?support?members?of?regional?team,?who?are?not?located?in?a?corporate?office.?
？?Assist?other?teams,?disciplines?or?business?units,?as?required.?
？?Prepare?ad-hoc?reports?by?due?date.?
？?Working?closely?with?the?client?team?to?ensure?that?all?components?of?the?Client?Invoicing?are?accurate.?
？?Liaise?with?C&W?Finance?team?to?ensure?monthly?billings?are?accurate.?
？?Liaise?with?Client-side?Finance?teams?to?accurately?track?all?invoices?issued?ensuring?timely?and?complete?payment?by?the?Clients.?
？?Following?up?with?all?outstanding?payments?issues?to?closure.?
？?Follow?up?with?C&W?Finance?to?ensure?monthly?income?statements?are?accurate?and?expenses?have?been?accrued?against?the?correct?account.?
Operational?Issues?
？?To?assist?with?the?site?audits?to?be?undertaken?at?all?client?sites.?
？?Assisting?in?tabulating?site?defects?leading?from?the?audits?and?assisting?with?the?setting?of?deadlines?for?the?defects?to?be?rectified.?
？?Effectively?support?members?of?regional?team,?who?are?not?located?in?a?corporate?office.?
？?Provide?support?to?team?in?technology?applications,?eg.,?Microsoft?Outlook,?Word,?etc.?
？?Coordinate?and?attend?meetings;?record,?type?and?distribute?minutes?as?needed.?
？?Prompt?and?consistent?attendance?as?required?by?the?job.?
？?Create?and?maintain?filing?system?and?efficient?information?retrieval?system.?
？?Produce?timely?and?accurate?of?word-processed?documents?(eg.,?reports,?memos,?proposals,?charts,?agreements,?PowerPoint?presentations,?etc.).?
？?Develops?positive?relationships?with?the?Clients,?local?management?and?vendors.?To?be?proactive?in?client?management?and?promptly?responds?to?problem?and?concerns?that?are?recurring?or?of?a?sensitive?nature;?enforce?rules?and?regulations.?
2?
？?Supervise?and?manage?a?team?of?facilities?onsite?staff?to?provide?high?quality?day-to-day?management?of?the?property?/?properties?to?which?you?are?assigned.?
？?Conduct?regular?review?of?facilities?management?operations?and?implement?improvement?plans.?
？?Implementation?of?initiatives?to?ensure?that?best?practice?is?achieved?in?every?aspect?of?service?delivery?with?particular?focus?on?cost?and?quality.?
？?Manage?all?facilities?management?projects?from?operational?to?strategic?level.?
？?Prepare?operational?(OPEX)?budgets?for?the?property?/?properties?in?accordance?to?the?requirement?from?the?client.?
？?To?review,?monitor?and?control?of?overall?expenditure?and?performance?of?operating?budget?/?accounts.?
？?Liaison?with?respective?Landlords?within?his?/?her?portfolio.?
？?Evaluate?onsite?staff?performances;?identify?staff?strength?and?weakness?and?requirements?for?training.?Organize?training?and?implement?training?as?required.?
？?Ensure?onsite?staff?is?performing?daily?services?within?the?contract?standard?scope?of?works?/?KPI.?
？?To?supervise?and?monitor?outsourced?/?term?contractor?performance.?
？?Source?and?evaluate?contractor?/?supplier?/?vendor?to?contract?specification;?and?in?compliance?to?clients?purchasing?policies?and?procedures.?
？?Source?and?evaluate?quality?contractor?/?supplier?/?vendor?to?ensure?alternative?source?and?continued?cost?efficiencies.?
？?Review,?monitor?and?control?expenditure.?Analyze?any?variances?with?explanation.?
？?Provide?liaison?and?co-ordination?of?churn?management?activities.?
？?Interface?closely?with?the?Client?and?customers?to?understand?requirements?and?proactively?provides?solution?and?recommendation.?
？?Preparation?of?monthly?facilities?management?report.?
？?To?execute?facilities?management?projects?/?initiatives?assigned?by?the?Client.?
？?Responsible?for?event?management?and?meeting?venues?set-up?and?co-ordination.?
？?Provide?high?quality?customer?service?to?both?internal?and?external?customers.?
？?Provide?purchasing?and?contract?support?for?facilities?services.?
？?Follow-up?payments?and?provide?administrative?support?in?financial?aspect.?
？?Provide?administration?support?to?the?facilities?team?as?required.?
？?To?plan?and?implement?predictive?and?preventive?maintenance?program?and?review?/?monitor?its?effectiveness.?
？?To?respond?to?client?needs?and?co-ordinate?resources?to?resolve?issues.?
？?Operate?and?maintain?all?building?services?/?facilities?in?good?serviceable?condition?and?in?accordance?to?the?plan?maintenance?program?to?maximize?efficiency?and?minimize?maintenance?and?energy?costs.?
？?Liaise?with?building?management?/?landlord?of?any?concerned?building?facilities?issues.?
？?Perform?safety?/?routine?inspection?on?general?facilities?of?the?client?office?to?ensure?office?facilities?and?equipments?are?operating?at?optimum?level.?
？?To?investigate?the?root?cause?on?all?breakdown.?
？?To?conduct?periodic?review?on?the?performance?of?contractor?/?supplier?/?vendor.?
？?Prepare?payment?consolidation?and?tax?invoices?tracking?and?expenditure?report.?
？?Prepare?request?for?proposal?(RFP),?technical?specification,?and?scope?of?works?for?contract?renewal?and?tender?of?facilities?management?services.?
？?Generate?and?issue?purchase?order?for?all?facilities?management?related?services.?
？?Co-ordinate?all?weekend?and?after-hours?A&A?/?maintenance?/?repair?works?as?require.?
？?Perform?all?facilities?management?duties?as?assigned.