GENERAL COMPETENCIES

　　Planning and Organizing

　　Initiative & Result Orientation

　　Knowledge Sharing & Effectively communicate.

　　Prepare and present reports to senior management.

　　Interpersonal and presentation skills.

　　Analyse complex operational process issues and develop innovative solutions.

　　FOUNDATION COMPETENCIES

　　Flexibility and Adaptability.

　　Encourage teamwork & collaboration across departments.

　　Self-reliance.

　　Attention to Detail.

　　TECHNICAL COMPETENCIES

　　Data recording and reporting.

　　Understanding of contract/legal agreements.

　　Understand the principles of Asset/facilities management operations.

　　Knowledge of document Management, software & tools.

　　Knowledge of using ERP system (Oracle, SAP...etc.), software and tools.

　　Identifying uncertainties and Risk management.

　　Ability to coordinate with multiple stakeholders and manage timelines.

　　SELF-MANAGEMENT RESPONSIBILITIES:

　　Stay updated with the latest trends and regulations in asset and facilities management.

　　Pursue professional development opportunities to enhance technical management skills.

　　Set personal performance goals and evaluate progress.

　　Foster a culture of excellence and continuous improvement within the team.

　　Core Responsibilities:

　　Administrative and Executive Support:

　　Offering direct administrative support to the department head, including managing schedules, coordinating meetings, and handling correspondence & follow ups.

　　Assisting the department head in preparing for presentations, reports, and strategic meetings by conducting research and analysis on various topics.

　　Undertaking general administration and case-specific work as directed by the department head.

　　Maintaining accurate and confidential records, setting up & managing electronic databases for technical documentation, and ensuring efficient document handling and archiving.

　　Creating dashboards, monitoring departmental budgets, managing contracts, and tracking expenses.

　　Providing administrative support, managing daily operations, and coordinating activities.

　　Overseeing incoming and outgoing correspondence, maintaining records, and ensuring confidentiality.

　　Operational & Financial Coordination:

　　Coordinating logistics for appointments and travel arrangements.

　　Assisting in the management of departmental budgets, monitoring expenses, and preparing financial reports for the department head's review.

　　Tracking and managing Key Performance Indicators (KPIs) and departmental objectives to ensure targets are met and recommending process improvements.

　　Maintaining supplier and service contracts, overseeing billing processes, and following procurement procedures.

　　Assisting in reviewing documents, overseeing communication channels, and providing insights for approval requests.

　　Maintaining supplier contracts, overseeing billing reconciliation, and managing purchase requisitions.

　　Communication and Reporting:

　　Facilitating communication and coordination within the executive team to facilitate efficient work progression.

　　Preparing and assisting in the development of presentations, reports, and research analysis.

　　Drafting and editing communication materials and handling high-level email correspondence ensuring leadership communication standards are reflected in all outgoing messages.

　　Recording customer interactions, updating records, and circulating queries for resolution & ensuring timely follow-ups.

　　Resource and Compliance Management:

　　Identifying risks and issues associated with department functions, signaling operational plan implications, and supporting better governance and compliance.

　　Coordinating with HR for staffing processes including hiring, onboarding, and offboarding, as well as managing the outsourced staff budget.

　　Conducting audits of procedures and budgets, identifying discrepancies, and managing corrective actions.

　　Continuous Improvement & development:

　　Analyzing and recommending process enhancements to improve efficiency.

　　Training and guiding new admins, ensuring adherence to processes.

　　Conducting frequent audits of budgets and processes, identifying gaps, and managing corrective actions.

　　Organizing team-building activities and initiatives for staff welfare and team cohesion.

　　Preparing quality/audit checks for work quality at all sites during construction and post-handover and following up on the close-out.

　　Landscape Engineering review: drawing & technical submittal review

　　Technical reviews of samples, mock-ups, and selection of trees from the nurseries.

　　Prepare tracking records for ongoing projects related to goals and objectives.

　　Follow up in rectifying any related issues post-handover in response to management and customers' feedback.