Total 53 administrative job vacancies in Maintenance / Repair category in Malaysia

Job Description

• Facilities Management. Manage all aspects of daily facilities maintenance and form partnership with appointed vendor on:

1. Maintenance of Aircon System
2. Maintenance of Solar Panels and related system
3. Mechanical and Electrical Services
4. Office Security System (ISO 27001)
5. PABX / PBX System
6. Fire Safety Equipment
7. Workplace Safety and Health
8. AED
9. Pantry supplies and equipment
10. Cleaning services
11. Pest Control
12. Landscaping maintenance
13. Meeting Room AV equipment

• Service Contract Administration. Source, evaluate, procure, and maintain FM and Corporate SLA related to the following:

1. Office equipment and furniture
2. Telecommunication Services
3. Electricity Supplies
4. Facilities Services (i.e. Equipment Maintenance, Cleaning, Pest Control etc.)
5. Corporate Travel Insurance
6. Corporate Hotels arrangement
7. Corporate Airlines and ticketing agent
8. Internal FMS agreements

• Workplace Safety and Health. Appointed as member in the Workplace Safety & Health Committee and is responsible for:

1. Monthly safety inspection and WSH committee meeting
2. WSH and CERT organization chart
3. Risk Assessment register
4. Emergency Preparedness Plan
5. Incident Reporting

• General Administration. Provide support on the following:

1. Maintain master inventory of devices (Multi-Functions Devices) and redeploy idling devices to ensure device optimization
2. Fixed Assets (i.e. sighting, disposal)
3. Season Parking application
4. Process invoice payment to vendors
5. Monthly submission of FM related payroll transaction
6. Manage event halls and training room bookings

• Corporate Support on continuous efforts to improve work efficiency. Assist Country MUDA (Waste) Leader to accelerate MUDA Busters Activities in Singapore.

Requirements:

• General Diploma preferably in Facilities Management or Building Services with at least 5 years of relevant working experience.
• Knowledge of workplace, safety and health
• Certified in Fire & Safety is an advantage
• Critical thinking and problem-solving skills
• Strong sense of responsibility and ownership
• Able to work as a team player and independently, pro-active and results oriented
• Proficient in MS Office
• Good interpersonal skills, effective communicator, fluency in English both oral and written.

HOW TO APPLY:

Interested applicants, please click on “Apply Now” or submit your CV to rachel.tang@trustrecruit.com.sg

We regret only shortlisted candidates will be notified.

Important Note: Trust Recruit Pte Ltd is committed to safeguarding your personal data in accordance with the Personal Data Protection Act (PDPA).

Please read our privacy statement on our corporate website www.trustrecruit.com.sg.

Trust Recruit Pte Ltd

EA License No: 19C9950

EA Personnel: Rachel Tang May Leong

EA Personnel Reg No: R24120775

• Local MNC
• Basic $ 2600 - $ 2800 + AWS
• Excellent Welfare and Benefits + Career progression
• Working location: Tai Seng
• Working Hour: 9am – 6:30pm
• Working Days: Monday - Friday

Job Responsibilities

• Work with Electricians, Technicians, and the Building Maintenance Manager to co-ordinate repairs in our facilities, buildings, and shops Perform regular checks on CCTV of the Company's buildings and shop outlets
• Handle the security systems such as Biometric system, CCTV etc.
• Co-ordinate buildings’ and shops’ repairs with contractors and vendors
• Manage tenants of our facilities and their maintenance and repair requests
• Handle administration duties related with the above requests

Requirement

• Possess minimum Nitec in Facilities Management or related field, preferably with at least 1 year of experience in facilities management and administrative duties

Candidates are encouraged to apply this position via Apply Now button with the following information in the resume

• Work experiences and job responsibilities
• Current and Expected salary
• Reason for leaving
• Date of availability
• Education background

We regret that only shortlisted candidates will be contacted.

CHENG JAU WEI (R23115788)

EA Recruitment Pte Ltd

EA License No: 21C0492

Position Title: Facilities Administrative Specialist

FLSA Status: Non-Exempt 

Reports To: Director of Facilities, Manager of Facilities, Supervisor of Facilities

POSITION SUMMARY:

Coordinates and schedules work for Facilities employees and provides administrative support to all Facilities department functions including but not limited to Safety, Security, Capital Projects, Plant Operations and Groundskeeping, Environmental Services/Laundry, Procurement Services/Mailroom,  PBX/Communication departments. Provides support to the Director of Facilities and the Facilities leadership team through administrative functions. 

Starting Wage: $15.791

The posted wage is the current starting wage for this position.  Actual wage is dependent on the applicant's relevant experience and qualifications for this position.  The wage range for this position may be subject to change in the future depending on a variety of factors such as market conditions, business needs, legal developments, and other appropriate factors.  

JOB SPECIFICATIONS:

REQUIRED QUALIFICATIONS

Certifications/Licensure: 

Education:

Operational Management To be highly skilled and experienced in the full range of secretarial work practices & software programs. To produce spreadsheets and KPIs using appropriate programs to create a variety of documents. Co-ordinate reports, gathering and formatting information from diverse sources according to agreed deadlines. Responsibility for internal/external telephone calls, email, post and routine enquiries in an appropriate manner, drafting replies on behalf of team members as required and organise priorities and relaying information in a timely manner. Process correspondence including letters, memorandums, agendas, minutes, audits, reports, and presentation material incorporating spreadsheets and graphs. To be responsible for the accurate storage and retrieval of information according to the General Data Protection Regulations and Freedom of Information Act 2000 and archiving data as required. Raise purchase requisitions and receipt invoiced goods on Finance and Procurement Systems in accordance with policies and procedures. Organise diaries, appointments, large and small meetings, workshops and functions. Coordinate dates, book venues, equipment, provide attendee lists, send out agendas and deal with any associated queries. Arrange and attend meetings, taking, transcribing and disseminating minutes in a timely manner. Publish and update accurate information on the Trust Intranet site as and when required. Order and maintain stationery supplies and services as requested in accordance with policies and procedures. Undertake other reasonable duties, responsibilities or projects as requested by the Associate Director of Estates and Facilities and deputising managers such as the Head of Operational Estates, Project Manager(s) and/or the Head of Facilities. To use knowledge, and experience to meet the needs of the services by completing tasks. Carry out duties without supervision, prioritising own workload and adhering to deadlines using own initiative. Maintain the Facilities team annual and special leave and sickness absence and to input accurate data in to the organisations E-Rostering system to meet the Trust deadlines. Maintain the team appraisal, statutory and mandatory training records and identify compliance needs and inform where action must be taken, scheduling training updates as and when required in line with the Trust policies. Update utility provider online databases with monthly meter readings. Assist the Estates operational team with any IT or NHS Mail difficulties experienced. Quality Monitor and maintain core communications databases and contact & contract lists. Support the performance review and recruitment processes for the Facilities team. Risk Management Utilise external sub-contractors electronic database system such as Sypass system to maintain copies of the essential and statutory inspection and service documentation when required. Policy and service development Undertake training on a yearly basis ensuring that the Data Protection and Caldicott principles are fully observed and complied with and encourage the support of these principles within the Estates Department. Maintain both the electronic and manual filing systems to enable prompt retrieval of information and documentation.

Please refer to the job description/person specification attached. For any further questions or queries, please contact the appointed manager.

To assist in the smooth running of the department as below: Provide a comprehensive range of administrative duties to the Senior Management Team and others within the department. Manage & maintain filing systems that support forward planning and other business arrangements. Provide effective handing of telephone or email queries in a professional, sensitive manner. Ensure that messages are disseminated accurately and promptly Maintain manual and electronic records / personal files ensuring that confidentiality and security of personal and business data is maintained at all times in accordance with the Data Protection Act (1998) Produce reports / information for audit and human resources management purposes as required Provide effective diary management for Senior Management Team Contribute to effective management of meeting room diaries Undertake agreed elements of the recruitment process to ensure prompt appointment to vacant posts, liaising with appointing officers and the trust recruitment team as required Provide secretarial services to meetings with the department. This will include liaising with meeting chairs, production and distribution of agenda, note taking, production of minutes and action logs, distribution of the aforementioned and associated papers. Arrange venue, invite and monitor attendance as required Provide support to the department in managing the timely and effective processing of invoices for service form internal and external providers / suppliers Undertake timely ordering of stationary supplies for the Division ensuring that stock is only procured as needed that an effective stock control process is maintained. Ensure stock is stored securely Retrieval of medical case notes as required Attend meetings relevant to role Actively contribute to the development of administrative and clerical procedures to include local audit activities required as part of the review process IT Knowledge and Skills Undertake relevant training in response to changes in the Trust / Care Groups use of IT hardware and software, including updates to HR management systems All staff and volunteers working within the trust have a duty to be aware of their own and the organisations roles and responsibilities for safeguarding and protecting children and young people, and vulnerable adults. You must be competent to recognise abuse, respond appropriately and contribute to the processes for safeguarding, accessing training and supervision as appropriate to your role. The prevention and control of infection is an integral part of the role of all health care personnel. Staff members, in conjunction with all relevant professionals will contribute to the prevention and control of infection through standard infection control practices and compliance with the Trusts infection control policies in order to ensure the highest quality of care to patients. If your normal duties are directly or indirectly concerned with patient care you must ensure you receive sufficient training, information and supervision on the measures required to prevent and control risks of infection. You must be aware of and adhere to Health and Safety legislation, policies and procedures, to ensure your own safety and that of colleagues, patients, visitors and any other person who may be affected by your actions at work. You are reminded of your duty under the Health & Safety at Work Act 1974 to take reasonable care to avoid injury to yourself and others; to officially report all incidents, accidents and hazards using the Critical Incident Reporting Procedure; to use safety equipment provided for your protection at all times and to co-operate with management in meeting statutory requirements. This job description is not intended to be a complete list of duties and responsibilities, but indicates the main ones attached to the post. It may be amended at a future time after discussion to take account of changing patterns of service and management.

• Maintains, controls, and edits the shop equipment database of supported equipment
• Responsible for a variety of administrative duties associated with the maintenance and supply of equipment for a maintenance activity
• Assure equipment maintenance requirements are accomplished in accordance with the Army Maintenance Management System (TAMMS).
• Conduct training for supported units regarding maintenance and supply procedures
• Receive work requests, schedule work, and monitor work progress
• Prepare the shop production control schedule, prepare production control reports, and notify units regarding production delays and expected completion dates.
• Responsible for requisitioning, receiving, issuing and maintaining the accountability of supplies
• Conduct inventories, requisition for supplies, inspect incoming shipments, and report discrepancies
• Assist in updating property book records

Starting at $54,576 Per Year (GS 7)

• Maintains, controls, and edits the shop equipment database of supported equipment
• Responsible for a variety of administrative duties associated with the maintenance and supply of equipment for a maintenance activity
• Assure equipment maintenance requirements are accomplished in accordance with the Army Maintenance Management System (TAMMS).
• Conduct training for supported units regarding maintenance and supply procedures
• Receive work requests, schedule work, and monitor work progress
• Prepare the shop production control schedule, prepare production control reports, and notify units regarding production delays and expected completion dates.
• Responsible for requisitioning, receiving, issuing and maintaining the accountability of supplies
• Conduct inventories, requisition for supplies, inspect incoming shipments, and report discrepancies
• Assist in updating property book records

Starting at $54,576 Per Year (GS 7)

• Maintains, controls, and edits the shop equipment database of supported equipment.
• Responsible for a variety of administrative duties associated with the maintenance and supply of equipment for a maintenance activity.
• Assure equipment maintenance requirements are accomplished in accordance with the Army Maintenance Management System (TAMMS).
• Conduct training for supported units regarding maintenance and supply procedures.
• Receive work requests, schedule work, and monitor work progress.
• Prepare the shop production control schedule, prepare production control reports, and notify units regarding production delays and expected completion dates.
• Responsible for requisitioning, receiving, issuing and maintaining the accountability of supplies.
• Conduct inventories, requisition for supplies, inspect incoming shipments, and report discrepancies.
• Assist in updating property book records.

Starting at $52,022 Per Year (GS 7)

• Responsible for a variety of administrative duties associated with the maintenance and supply of equipment for a maintenance activity of a US Army Reserve Command.
• Assure equipment maintenance requirements are accomplished in accordance with The Army Maintenance Management System (TAMMS).
• Receive work requests; schedule work; prepare the shop production control schedule; monitor work progress; prepare production control reports; and notify units regarding production delays and expected completion dates.
• Responsible for requisitioning, receiving, issuing and maintaining the accountability of supplies.
• Conduct inventories; assist in updating property book records; requisition for supplies; inspect incoming shipments; and report discrepancies.
• Expected to receive mail and correspondence, maintain administrative reports, and conduct training for supported units regarding maintenance and supply procedures.

Starting at $46,696 Per Year (GS 7)

• Responsible for a variety of administrative duties associated with the maintenance and supply of equipment for a maintenance activity of a US Army Reserve Command.
• Assure equipment maintenance requirements are accomplished in accordance with The Army Maintenance Management System (TAMMS).
• Receive work requests; schedule work; prepare the shop production control schedule; monitor work progress; prepare production control reports; and notify units regarding production delays and expected completion dates.
• Responsible for requisitioning, receiving, issuing and maintaining the accountability of supplies.
• Conduct inventories; assist in updating property book records; requisition for supplies; inspect incoming shipments; and report discrepancies.
• Expected to receive mail and correspondence, maintain administrative reports, and conduct training for supported units regarding maintenance and supply procedures.

Starting at $49,309 Per Year (GS 7)

• Responsible for a variety of administrative duties associated with the maintenance and supply of equipment for a maintenance activity of a US Army Reserve Command.
• Assure equipment maintenance requirements are accomplished in accordance with The Army Maintenance Management System (TAMMS).
• Receive work requests; schedule work; prepare the shop production control schedule; monitor work progress; prepare production control reports; and notify units regarding production delays and expected completion dates.
• Responsible for requisitioning, receiving, issuing and maintaining the accountability of supplies.
• Conduct inventories; assist in updating property book records; requisition for supplies; inspect incoming shipments; and report discrepancies.
• Expected to receive mail and correspondence, maintain administrative reports, and conduct training for supported units regarding maintenance and supply procedures.

Starting at $49,309 Per Year (GS 7)

• Maintains, controls, and edits the shop equipment database of supported equipment.
• Responsible for a variety of administrative duties associated with the maintenance and supply of equipment for a maintenance activity.
• Assure equipment maintenance requirements are accomplished in accordance with the Army Maintenance Management System (TAMMS).
• Conduct training for supported units regarding maintenance and supply procedures.
• Receive work requests, schedule work, and monitor work progress.
• Prepare the shop production control schedule, prepare production control reports, and notify units regarding production delays and expected completion dates.
• Responsible for requisitioning, receiving, issuing and maintaining the accountability of supplies.
• Conduct inventories, requisition for supplies, inspect incoming shipments, and report discrepancies.
• Assist in updating property book records.

Starting at $52,022 Per Year (GS 7)

• Responsible for a variety of administrative duties associated with the maintenance and supply of equipment for a maintenance activity of a US Army Reserve Command.
• Assure equipment maintenance requirements are accomplished in accordance with The Army Maintenance Management System (TAMMS).
• Receive work requests; schedule work; prepare the shop production control schedule; monitor work progress; prepare production control reports; and notify units regarding production delays and expected completion dates.
• Responsible for requisitioning, receiving, issuing and maintaining the accountability of supplies.
• Conduct inventories; assist in updating property book records; requisition for supplies; inspect incoming shipments; and report discrepancies.
• Expected to receive mail and correspondence, maintain administrative reports, and conduct training for supported units regarding maintenance and supply procedures.

Starting at $46,696 Per Year (GS 7)

• Maintains, controls, and edits the shop equipment database of supported equipment.
• Responsible for a variety of administrative duties associated with the maintenance and supply of equipment for a maintenance activity.
• Assure equipment maintenance requirements are accomplished in accordance with the Army Maintenance Management System (TAMMS).
• Conduct training for supported units regarding maintenance and supply procedures.
• Receive work requests, schedule work, and monitor work progress.
• Prepare the shop production control schedule, prepare production control reports, and notify units regarding production delays and expected completion dates.
• Responsible for requisitioning, receiving, issuing and maintaining the accountability of supplies.
• Conduct inventories, requisition for supplies, inspect incoming shipments, and report discrepancies.
• Assist in updating property book records.

Starting at $51,453 Per Year (GS 7)