Operations Executive

ROLE & RESPONSIBILITIES

Facilities and Equipment Maintenance

 Conduct regular inspections of facilities, equipment trouble-shoot problems, collate and assess

reports on defects and damages and supervise in-house preventative maintenance where feasible

 Advise Management on the overall condition of the building and its facilities and make

recommendations necessary improvements and upgrading works.

 Educate and train Operations staff on the proper and safe usage of equipment and installations

 Respond promptly to emergency maintenance calls, including after office hours and during

weekends / public holidays

 Maintain accurate and up-to-date documentation of all maintenance and repair works

 Plan, implement and oversee the fire safety system to ensure compliance with all relevant fire

and building code requirements

 Supervise the Operations team in the overall upkeep and maintenance of the Home

Contract Management

 Lead tender processes by defining the scope of contractual, project, or renovation works;

evaluating quotations/tenders; and making recommendations on the most viable and cost effective

proposals in alignment with organisational requirements

 Oversee and manage appointed contractors to ensure compliance with contractual requirement

service standards and safety regulations

 Monitor schedule of contracts and activate the renewal process in a timely manner

 Verify completion of works and certify supporting documentation prior to processing payment

Inventory Management

 Design, implement and maintain an effective storage and dispensing system for goods and assets

to ensure proper control and accountability

 Oversee the recording, storage and issuance of donated items, ensuring proper documentation

and traceability

 Supervise inventory management of medical and non-medical supplies, ensuring accurate records

are maintained and adequate stock levels are available to support operational requirements

Supervisory Duties

 Oversee and ensure the efficient day-to-day operations of the Maintenance, Security, Laundry,

Food service, Front Desk and Transport (Driver) functions

 Lead and manage the Teams under Maintenance, Front Desk, Laundry and Store, including the

driver, covering recruitment, staff development, discipline and performance appraisal

 Escalate and report disciplinary matters to Manager in a timely manner

 Ensure full compliance with workplace safety and enhanced operational standards across the

Maintenance, Front Desk, Laundry, Store, Kitchen areas and transport services

Administrative Duties

 Develop, review and maintain operating procedures for the department and ensure adherence to

established guidelines and controls

 Verify Invoices prior to payment processing and monitor expenditures to ensure the remain

within the approved budget allocation

 Assist the Manager in budget planning and forecasting to ensure adequate provisions are made

for proper upkeep and maintenance of the Home

 Coordinate with the IT department on system troubleshooting, user support, and system

enhancement matters

Others

 Provide oversight and support for operational compliance functions, including Fire Safety,

Workplace Safety, contract management, and incident management, where assigned

 Participating in, and where required, lead inter-departmental work improvement initiatives and

projects

 Cover the duties and responsibilities of the Executive – Operational in his/her absence to ensure

operational continuity, including cross-deployment of staff and resources where required

 Undertake any other duties and responsibilities as assigned by the Manager or Head of Homes

JOB REQUIREMENTS

Qualifications

· Minimum Diploma/Degree in Building/Facilities Management or an equivalent

· Possess 3–4 years of operational experience in facilities, M&E, project management, and procurement, with at least 2 years in a supervisory role. Healthcare sector experience will be considered an added advantage.

Competency Requirements - Core

· A team player with excellent interpersonal and negotiating skills

· Able to work independently and deliver under tight timeline

· Able to monitor compliance with work processes and workplace safety standards

· Able to manage resources – manpower & budget

· Apply analytical thinking towards problem solving