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Facilities Administrator

Posted on:  08-Sep-2022
Job Req ID:  1687
Division:  School (SCH)
Department:  Operations (40000792)

JOB TITLE : FACILITIES ADMINISTRATOR  

Links to: Facilities Manager 

 

WHO ARE WE?

​​​​​​​Nexus is an empowering, learning-focused community. We strive to create an honest, open and innovative community with our learners, parents and peers. We believe that we have something unique and special here, we are proud to be different in the way we work; and how we teach and learn.

 

WHO ARE WE LOOKING FOR?

​​​​​​​At Nexus, we do things differently.  Each member of staff is valued and recognised as a unique individual collaborating as part of a supportive community, to elevate one another with innovative ideas. Our strategies emerge from the collective positive mindsets of our colleagues.  You will experience high levels of ownership and empowerment in your role. 

 

JOB DESCRIPTION

​​​​​​​Facilities Administrator is responsible to perform all related paperwork, data report and data management as and when required. Ensure a proper clean, safe and hygiene school environment to the functionality of school. Strong organisational and management skills with high accuracy to look into the details.

 

ROLE AND RESPONSIBILITIES

  • First point of contact for facilities work requests, including all internal requests and requests from facilities rentees

  • Interact with staff, clients, suppliers, vendors and visitors

  • Oversee administration of the facility’s daily operations, planning schedules and delegating activities among group members 

  • Manage the Facilities helpdesk and assign helpdesk tickets to the relevant staff as applicable

  • Schedule, facilitate, monitor and/or oversee the maintenance and servicing schedule of planned preventative maintenance (PPM), as well as unforeseen maintenance needs, like electrical, equipment , etc

  • Coordinate facilities and building management jobs with vendors like security, cleaning, cafeteria, landscaping, swimming pool maintenance, etc 

  • Coordinate facilities support for events/social activities by deploying relevant manpower and ensure set-up is done according to the request

  • Record meeting minutes with contractors and third party vendors

  • Get quotes and estimates for jobs which can’t be executed by internal staff

  • Raise Purchase Order Requisition and disseminate the purchase to the relevant requestor

  • Monitor and track the renewal/application for all building and maintenance licences as required by the Statutory Boards and Regulatory Bodies  (eg. NEA, SLA)

  • Maintain proper records for work requests, including supporting evidence for Compliance with all Regulatory Bodies

  • Maintain confidentiality in all aspects of the job, including vendor relation, financial matters, etc

  • Provide other administrative support, as requested by the Facilities Manager

  • To perform any other duties as assigned by the management, stakeholders and reporting manager/link

  • Involvement in whole school events and activities as required.

 

A TYPICAL DAY 

​​​​​​​Two typical days are not the same. My day starts assisting with ensuring the day to day smooth operation of school facilities through administrative support, including procurement support, contractor coordination, and documentation to maintain the accuracy. Daily, I will be performing the help desk role to check in on the requests from time to time to ensure requests are handled by the approppriate facilities technician. Today, my day started with an overwhelming number of requests as school holidays will be around the corner. Staff has put in requests seeking our support in ensuring that the requests are completed before the school resumes after the break. I will need to update the work assignment report, and submit it to my line manager to ensure that the allocation of job requests can be accomplished in time. 

 

​​​​​​​After the school hours, I will be walking around the school and ensuring toilets, classrooms and school premises are cleaned and of excellent standards.  Towards the end of the day, I will usually be assisting the Facilities Manager to complete the building maintenance and reporting a list of defeats while sourcing for different quotations in meeting the tight deadlines. Before I leave for the day, I will get an update from the technician team on the list of tasks outstanding and prepare a workflow for the Facilities Manager. 

 

 QUALIFICATIONS AND SKILLS

  • Minimum Higher College education / Degree /  Diploma and or Certificate in Business / Certificate in facilities management or relevant certificates.

  • Preferred Minimum 1 year of administrative working experience, candidate without experience but willing to learn will also be considered

  • Knowledge in Pivot table

  • Knowledge in online and offline Google Workspace – Gmail, Google sheet. Google docs, etc

  • Knowledge in Microsoft Office (MS office). 

  • Knowledge in document processing and bookkeeping.

  • Knowledge in basic procurement such as PO, PR, DO and invoice.
     

Nexus International School (Singapore) is committed to the safety and wellbeing of our children and families. Nexus endorses the Convention on the Rights of the Child, which Singapore ratified on 11 December 2008, and establishes a clear policy and guidelines to protect our learners from maltreatment by any person or persons who come in contact with them in any environment.

 

Nexus International School (Singapore) is an equal opportunity employer. We respect and seek to empower each individual and value the diverse cultures, perspectives, skills and experiences within our school.

 

Whilst every effort has been made to explain the main duties and responsibilities, the role may be revised from time to time.

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