Job Information
Singapore American School Associate Director, Facilities and Services in United States
Reporting to the Executive Director of Facilities and Services, this is a highly visible leadership position requiring strong organizational and operational leadership including leading a culture in line with the values of the school.
The Facilities and Services department is responsible for maintaining the current 130,000 M2 Woodlands campus new construction, which is currently extensive
The Associate Director supports a well maintained, customer-focused environment for all students, faculty, staff, visitors, vendors, property and institutional resources of SAS .
This position supports, develops and implements systems, policies and processes that serve as the front face for the department, and represents the school and the department to the School community, general public and external agencies.
The Associate Director provides overall leadership for the administrative support and maintenance teams and a range of external consultants and contractors.
Responsibilities:
Vision and Strategy – Supporting Mission & Values of SAS, Planning and Goal Setting
Assists in establishing and leading strategic priorities for the department
Under direction of the Director, sets priorities for needs of the whole community within the framework of the School’s Strategic Plan
Assists the Director in integrating long range capital and maintenance planning activities and will be responsible for the review, updating and implementation of the 15-year asset management plan from planning through construction
Procurement and Vendor Management
Manage the vendor procurement and management practices of the department and ensure renegotiation and tendering, including tender documentation, evaluation of tenders and preparation of contracts is in accordance with agreed SAS procurement guidelines
Coordinate and monitor the contractor management program Facilities Operations
Implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems
Implement a Preventive and Planned Maintenance programme to minimize maintenance, repair and replacement costs together with minimizing the risk of plant failure
Ensure consistency of policies & procedures with regular updating of the portal and that all staff have adequate familiarity with the systems as well as the policies
Implement, comply with and audit all internal management systems, for quality assurance
Risk Management
Assist in the implementation of a property risk management program which identifies major property risks including occupational health and safety, fire safety and essential services and environmental
Ensure critical operations and sites are identified across the region
Develop guidelines and strategies to protect health and safety of staff and others
Ensure disaster recovery and business continuity planning is implemented and maintained
Planning for, responding to and addressing facility-related emergencies
Monitoring and inspecting buildings and premises for fire, security, and safety issues, including compliance with Singapore statutes and obtaining all necessary permits and licenses for on-campus work
Customer Service / Client Relationships
Ensure effective communications and reporting to clients’ on operation matters
Evaluate service response time and analyze occupants’ service request trends and suggestions
Ensure feedback from client sessions is recorded and action to the satisfaction of the end user
Proactively develop and manage client / business unit relationships ensuring that the expected service levels are achieved across the region.
Lead by example and groom the team in achieving maximum client satisfaction level
Financial Management - Financial Prudence, value for money delivery
Develop and implement annual campus maintenance plan, capital (CAPEX) projects plan and grounds maintenance plan
Allocate resources fairly and effectively within given financial constraints
Establish, monitor and manage Facilities Operations teams operational and fixed assets Budgets based on historical data of the Departments and on own forecasts and calculation of future requirements and in relation to School enrollment and curriculum forecasts
Prepare or assist in the preparation, review, and management of the annual facilities and maintenance budget, justification of building expenditures and repairs, analyze of operating expenses, tool and equipment acquisition and other issues essential to the operation of the School
Ensure that the team delivers meaningful inputs in the development of management reports
Implement, manage, and control the approved Budget through:
Use of schools purchasing and procurement procedures
Maximizing revenue earning potential and opportunities with stated guidelines
Review monthly financial reports for accuracy and completeness
Signing approvals on all Requisition Forms received from all Departments under responsibility
Signing all Payment documentation related to own area of responsibility
Ensuring that expenses incurred within own areas of responsibilities are in line with the approved Budget
People - Collaboration – Empowering others, Coaching for Success, Leading Others
Ensure the team is well trained on all facilities policies, procedures and systems.
Oversee the induction process to ensure team work, consistency & rationalization of the team (both insourced and outsourced)
Demonstrate effective but sympathetic approaches to performance management and professional development to maximize staff performance
Coach individuals within the team and is alert to needs
Contribute to effective succession planning
Foster an environment where creativity and excellence flourishes
Set clear boundaries and expectations providing freedom for the team to work effectively
Articulate policy, purpose and priorities to the Team, community and externally
Manage, control, and provide guidelines to subordinates on their daily operation; solve their daily operational problems as deemed necessary; conduct performance appraisals of direct subordinates
Coordinate and provide in-school workshops and PD opportunities.
Collaborate with Director and HODs to ensure process of training allocation is fair and transparent
Maintenance (excluding Housekeeping, Security and Other Soft Services)
Ensure a safe working environment
Ensure compliance with standards for Gardening, road maintenance, tree pruning and removal, painting and running repairs and rectifications
Ensure continuity and stability of the underlying campus infrastructure to ensure minimal disruption to the community
Plan, prioritize, schedule, budget, assign, supervise, evaluate, and participate in the work and direction of the Maintenance team
Contribute to the development and implementation of goals, objectives, policies, and priorities Facilities Office
Supervise maintenance operations establishing the strategic direction, and long range plans for improvements, projects, and reducing maintenance backlog
Responsible for oversight and coordination of all major and minor maintenance project related tasks, and work collaboratively with maintenance engineer (electrical and building) and BAS specialist, and external consultants and contractors
Develop an annual facility condition inspection regime and report as part of maintenance planning
Update asset management plan annually
External Environment - Expanding our Influence, remaining informed
Meet and coordinate regularly with other international Schools
Establish links, partnerships and opportunities for collaboration with external organizations and individuals that can enhance or assist with the schools mission.
Work with the Executive Director of Facilities and Operations to identify and implement integration opportunities in the local communities.
Communication – Ensuring Sensitivity, Building Consensus, solving problems
Engage all members of the community across all levels
Attend and organise a minimum number of meetings deemed essential for effective communication or decision making.
Complaints - Manage and control all complaints received from staff, students, parents and external users of school’s facilities pertaining to services under own areas of responsibilities through delegating to respective direct subordinate to identify sources of complaints, correct the issues involved, and find a viable solution as preventive measures; self-handle any complaints which may not be able to be resolved by direct subordinates; recommend changes on related operation policies required based on sufficient evidence arise from repetitive complaints received on daily operations.
Conduct daily discussions on operational issues and provide solutions as deemed necessary
Manage and implement surveys to gain information and feedback from staff and parents
General
Ensure compliance with all Authorities requirements, school policies and procedures as related to the job responsibilities of this position
Schedule and implement campus maintenance, renovation and capital projects in logical steps and budget time required to meet deadlines
Organize and maintain departmental facilities and equipment
Ensure organization and cleanliness of facilities; respond to and address facility related emergencies
Oversee and manage departmental support to campus and school events
Help reinforce and develop cross campus initiatives, systems and coordination
Identify and collect useful cross campus facilities related metrics as part of a data driven decision making culture
Direct the overall planning, development, and administration of facilities management programs in such areas as capital improvements, building maintenance and repair, and procurement of property and supplies, in coordination with the facilities or board committees.
Ensure all aspects of the buildings and grounds are maintained in good condition
Complete government related reporting as necessary
Perform other duties related to current position as assigned by Executive Director of Facilities and Services, and/or Chief Operating Officer
Requirements:
At least 10 years relevant local Singapore experience supervising a team, implementing construction projects, and/or managing hotel/hospital/university facilities operations
Degree in architecture, construction, engineering or similar professional qualifications from a recognized university. Registration with the Board of Architects or Engineers would be beneficial
Experience with large institutional or multi national company facilities that have undergone new construction or major building renovation programs preferred
Familiarity with all craft/trade occupations represented by school support personnel
Experience should include a well rounded background including construction and extensive knowledge of Mechanical & Electrical systems, including equipment maintenance and repairs.
Working knowledge of the Workplace Safety & Health Act and the Biz Safe framework would be an advantage
Proficiency in appropriate technology and software solutions (Google suite, Microsoft Project, AutoCAD, etc) is highly desirable
Personal Attributes and Characteristics:
Fluency in English and excellent communication skills: written, spoken and in presentations
A passion for people management
Outstanding interpersonal skills: a good listener with a collaborative management style
Excellent skills of self-management and a track record of self motivation and drive
Excellent analytical skills and good IT proficiency
Possesses honesty, integrity and compassion
Reflective
Professionally credible across all levels of the organization
Ability to develop a sense of community and generate trust with all constituent groups
Strong organizational and proven problem-solving skills
Proven ability to develop and lead talented staff
Ability to think strategically
Cultural sensitivity
Positive work attitude, growth mindset, and initiative
Knowledge and Experience Capabilities:
Experience of middle leadership, ideally in a cross cultural environment
Considerable knowledge and experience of M+E systems, building and grounds maintenance and equipment repair.
Knowledge of operational, customer facing systems in a similar environment - Hotel, Large School, university etc.
An understanding of budgetary processes and financial management in large organizations
Knowledge of health and safety frameworks in an education or institutional setting
Knowledge of the role and use of technology to support delivery of services
Understanding of the principles of organizational culture and behavior
Knowledge of human resource development systems and processes
Knowledge of the role and importance of team dynamics within a working environment