Operations Executive @ Ren Ci Ang Mo Kio

OBJECTIVE(S)

Assists the Executive Director (ED) and Operations Manager (OM) to plan, coordinate and execute the following operations within the nursing home:

1. Hard facility management (FM)
2. Soft FM
3. Equipment management
4. WSH, including fire safety
5. Security management
6. Logistics and store management
7. Kitchen and meals management
8. Administration

Maintain and implement appropriate corporate policies, procedures and controls for operational processes.

Supervise Facility Technicians and Facility/Laundry/Executive Assistants to guide and ensure smooth day-to-day operations.

RESPONSIBILITIES

Hard FM/Building Maintenance & Management

• Assist the OM to plan and control all activities pertaining to building maintenance and management
• Assist the OM to plan deployments and ensure preventive maintenance is executed according to schedule for all building facilities
• Assist the OM to plan and execute corrective and/or reactive maintenance when necessary in collaboration with HQ
• Monitor the efficiency and warranty period of all building facilities, machines, and equipment
• Conduct routine inspections/observations within the building to ensure safety guidelines and government regulations are complied with
• Track and ensure various building facility licenses are obtained before their expiry
• Assist the OM to manage the facility’s IT matters and liaise with HQ MIS for IT support

Soft Facility Management

• Assist the OM to plan and control all activities pertaining to cleaning and landscape maintenance and management
• Assist the OM to manage the Soft FM vendors
• Conduct routine inspections/observations on cleaning/landscaping activities to ensure safety guidelines and government regulations are complied with

Vendor Management

• Assist the OM to manage external vendors for the provision of supplies and services (Hard FM, Soft FM, Security, Linen and laundry, Kitchen and Meals, equipment management, etc.)
• Collaborate with Operations & Facility Management (OFM) for effective and efficient management of all external vendors
• Assist the OM to supervise the works of vendors to ensure that works meet contractual requirements and comply with health and safety regulations
• Assist the OM to manage vendors and support the OM in regular performance meetings to ensure that vendor performance is up to stipulated service standards
• Conduct regular inspections on building maintenance, cleanliness, security service, and food service provider to ensure high standard of deliveries
• Ensure relevant vendors’ training and vaccination records are submitted and retained for audit purposes

Equipment Management

• Track and monitor biomedical equipment servicing, ensuring that servicing is carried out according to the Biomedical Equipment (BME) and Rehab Equipment Master schedule
• Assign job requests for preventive maintenance and repairs and ensure they are completed in a timely manner
• Maintain repair work documentation and maintenance schedules
• Stand-in/plan for coverage of technician/Facilities Assistance duties when there is manpower shortfall

WSH and Fire Safety

• Assist the OM to execute the facility’s plans for workplace safety and fire safety
• Perform the role of Site Incident Controller (SIC) of the Company Emergency Response Team (CERT), lead the Response Team to perform Incident Management, Fire-fighting Response, and HazMat Response, and maintain and update the Fire Evacuation Plan, and conduct fire drills as required
• Work with the Fire Safety Manager to conduct two (2) fire drills per year to ensure the preparedness of key personnel and effectiveness of fire detection and firefighting equipment
• Work with the Fire Safety Manager to conduct fire safety training for staff and talk on fire safety to new employees during the orientation program
• Assist the OM to communicate and execute the Workplace Safety and Health (WSH) policy and programs to staff and onsite service providers
• Assist the OM to provide WSH training, promote WSH awareness, and inculcate WSH values to staff
• Assist the OM to prepare for and facilitate the Pandemic Outbreak exercise
• Assist the OM to manage the card access system, staff building access rights, including issuance of access cards and facilitating the collection of replacement fees for lost/damaged cards

Security Management

• Assist the OM to manage the Security vendor and the deployed Security Officers
• Assist the OM to ensure the security services are carried out in accordance with procedures
• Carry out reporting and investigation of security incidents
• Assist the OM to supervise Facilities Assistants and Security to ensure key presses are well-maintained and updated
• Ensure the security vendor adheres strictly to the Business Continuity Plan per contract

Logistics and Store Management

• Assist the OM to monitor the par level and ensure top-up is done promptly
• Ensure consumables are kept in First-Expire-First-Out order
• Assist the OM to upkeep inventory records
• Ensure tidiness and cleanliness of the store at all times

Kitchen and Meals Management

• Assist the OM to manage the meal provider vendor and kitchen staff
• Assist the OM to ensure all kitchen equipment maintenance records are updated
• Assist the OM to upkeep vendor training and vaccination records
• Carry out monthly kitchen inspections to ensure vendor store and fridge are well maintained
• Carry out spot checks on meals served to ensure texture and quantity are prepared according to contract
• Assist the OM to monitor the food menu submission and coordinate with the dietician to seek approval
• Assist the OM to coordinate meals ordering and cancellation between meal provider and other departments
• Ensure meal provider adheres strictly to the Business Continuity Plan per contract

Administration

• Ensure records for assigned roles and responsibilities are up-to-date and well maintained for audit purposes
• Put up procurement requests in line with procurement guidelines as necessary
• Check and endorse vendor’s delivery orders and invoices before routing them for payment approval
• Compile and collate operational data for report purposes
• Responsible for maintaining and updating databases, providing data analysis and trending
• Prepare statistical and operations reports

Process Improvements

• Work with the OM to identify areas of improvement, especially in his/her areas of responsibility, and determine how the work process can be made more effective and/or efficient
• Participate in Quality/Process Improvement projects, which may include reviewing and incorporating technology or innovative solutions to enhance operations
• Develop Standard Operating Procedures (SOP) for Operations
• Lead and guide reporting staff, ensuring they are adequately trained for their roles
• Collaborate with HQ Corporate Communications and assist the OM to manage internal communication
• Any other duties as assigned by ED and/or OM.