Senior Executive / Assistant Manager, Facilities Management
About Us
Woodlands Hospital is a next-generation healthcare system in Singapore, designed from the ground up to meet the future of care. As a new integrated acute and community hospital with specialist outpatient services and innovative care models, we go beyond traditional hospital walls to deliver person-centred, connected, and seamless care.
Our mission is to redefine healthcare for a rapidly aging and diverse population through digital innovation, preventive health, and strong partnerships with the community. With a deep commitment to team-based care, sustainability, and health equity, Woodlands Hospital is not just about treating illness – we are building a healthier future for all.
Why This Role Matters
Facilities Management plays a critical role in ensuring that Woodlands Health operates safely, efficiently, and in compliance with regulatory and organisational requirements. This role supports key functions within Service Operations and Quality, encompassing contract administration, procurement, cost control, quality assurance, and facilities management operations.
Working closely with internal stakeholders, service providers, and corporate partners, you will help strengthen operational governance, optimise contract performance, and ensure that facilities management services continue to support the hospital's mission of delivering quality care and service excellence.
What You Will Drive
1. Contract Administration & Management
- Manage existing service and maintenance contracts under Facilities Management, ensuring timely renewal and continuous service delivery.
- Monitor contract milestones and compliance with contractual obligations.
- Review contracts, identify potential contractual issues, and support negotiations, amendments, and resolutions where required.
- Support Facilities Management section leads in managing Service Level Agreements (SLAs), performance indicators, and payment milestones.
- Monitor contractor performance and take appropriate follow-up actions on non-conformance issues.
- Collaborate with ALPS, Finance, Legal, and other stakeholders on contract governance and administration matters.
2. Cost Control & Procurement
- Support the management and monitoring of Facilities Management capital and operating budgets.
- Track expenditure and provide regular budget utilisation updates.
- Work closely with ALPS and Facilities Management teams to support procurement activities and processes.
- Provide administrative support for procurement exercises, including Requests for Proposal (RFP) and Invitations to Quote (ITQ).
- Assist in ensuring procurement activities are conducted in accordance with organisational policies and governance requirements.
3. Quality Assurance & Compliance
- Support the implementation and monitoring of Facilities Management policies, strategies, standards, and objectives.
- Ensure compliance with regulatory requirements, organisational guidelines, and quality standards.
- Support quality assurance activities, audits, inspections, and documentation management.
- Assist in investigating non-conformances and monitoring the effectiveness of corrective and preventive actions.
- Contribute to continuous improvement initiatives that strengthen service quality and operational effectiveness.
4. Facilities Management Operations
- Oversee the central management and maintenance of Facilities Management documentation, including:
- Work Instructions
- Policies and Procedures
- House Rules
- Tenancy Fitting-Out and Reinstatement Guidelines
- Asset Registers
- Licensing and Certification Records
- Coordinate with Facilities Management system owners to ensure documentation remains current and compliant.
- Support the planning, organisation, and administration of Facilities Management training and development initiatives.
- Oversee office administration functions within the Facilities Management department.
- Support departmental operational improvement projects and initiatives where required.
5. Other Responsibilities
- Support cross-functional Facilities Management initiatives and organisational projects.
- Perform any other duties assigned by the Reporting Officer, Manager, Service Operations and Quality, or Head of Facilities Management.
What You Bring
Education & Experience
- Degree in Building, Property Management, Facilities Management, Business Administration, or a related discipline with at least 4–5 years of relevant experience.
- Diploma holders with at least 7 years of relevant experience in a similar portfolio may also be considered.
- Prior experience in a healthcare environment will be an advantage.
- Experience managing service and maintenance contracts is preferred.
- Knowledge of Facilities Management operations, service delivery, and governance practices will be an advantage.
Professional Skills & Attributes
- Meticulous, organised, and detail-oriented with strong follow-through.
- Strong analytical and problem-solving skills with the ability to manage multiple priorities.
- Excellent verbal and written communication skills with the ability to engage stakeholders across all levels.
- Strong interpersonal skills and ability to work collaboratively within multidisciplinary teams.
- Adaptable and able to thrive in a dynamic and fast-paced environment.
- Proactive, resourceful, and committed to continuous improvement.
- Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
Why This Role?
This role offers an opportunity to contribute to the operational excellence and governance of Facilities Management within a large healthcare institution. Your work will directly support service quality, compliance, financial stewardship, and operational efficiency across the hospital.
By bringing your expertise in contract management, quality assurance, and facilities operations, you will play an important role in ensuring that Woodlands Hospital continues to provide a safe, reliable, and future-ready environment for patients, staff, and visitors.