Admin & Facility Officer

Qualifications:

• College diploma or equivalent required; Associate's or Bachelor's degree in Engineering, Architecture, or related field preferred.
• At least 3 years of experience in administrative or technical support, ideally in a healthcare or facilities management context.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational, time management, and problem-solving skills.
• Excellent written and verbal communication skills.
• High attention to detail and the ability to manage sensitive information confidentially.
• Experience in facilities management, housekeeping coordination, or technical support is a plus.
• Familiarity with healthcare regulations, occupational health standards, and business permit processes is preferred.
• Willingness to work flexible hours, including the possibility of overnight stays if required for urgent matters or new projects.

Key Responsibilities:

1. Facilities Management:

2. Oversee the overall cleanliness, safety, and organization of the clinic's facilities, ensuring that all areas meet health and safety standards.

3. Supervise and coordinate the housekeeping team, including creating schedules, monitoring performance, and ensuring proper sanitation practices are followed across the clinic.
4. Develop and implement Standard Operating Procedures (SOPs) for housekeeping activities, including maintaining cleanliness, stock management, onboarding new staff, and ensuring operational efficiency.
5. Monitor the condition of clinic supplies, ensuring everything is functional, properly maintained, and appropriately stocked.
6. Coordinate repairs, maintenance, and renovations with contractors, service providers, and building administrators to ensure minimal disruption to clinic operations.

7. Administrative Support:

8. Prepare and organize documentation related to occupational health programs, including safety protocols, health records, and compliance materials.

9. Support the clinic in managing documentation related to business permits, licenses, pollution control, and other regulatory requirements.
10. Assist in the creation and implementation of new processes and systems to streamline facility operations and ensure a seamless work environment.

11. Regulatory Compliance:

12. Ensure compliance with local regulations, including occupational health, safety, environmental controls, and business permits.

13. Prepare, file, and track all necessary permits and licenses for the clinic's operations, ensuring timely submission and renewal.
14. Stay updated on changes in relevant regulations and adapt clinic policies and procedures to ensure continuous compliance.

15. New Projects and Expansion:

16. Coordinate all activities related to new clinic locations or facility expansions, including managing the process of acquiring permits and ensuring compliance with all building regulations.

17. Collaborate with architects (e.g., Arch Janus) from project inception through to completion, ensuring that all aspects of the new branch are properly planned and implemented.
18. Oversee the setup of new clinic branches, ensuring facilities are operational and fully functional before the branch opens.

19. Maintenance and Facility Upkeep:

20. Develop and maintain a regular schedule for facility maintenance, ensuring that all clinic equipment, systems (e.g., air conditioning), and infrastructure are in excellent working condition.

21. Coordinate regular cleaning and servicing of equipment, including air conditioning units, with the housekeeping team, the Dental Assistant (DA), the Front Desk Officer (FDO) OIC, and the head dentists.
22. Monitor maintenance tasks, ensuring they are completed on time and to the highest standards.

23. Communication and Coordination:

24. Act as the primary point of contact for external service providers, suppliers, contractors, and building administrators regarding all facilities-related matters.

25. Coordinate communication between clinic management, the housekeeping team, external vendors, contractors, and regulatory bodies to ensure smooth day-to-day operations and successful project completion.
26. Assist with the clinic's emergency preparedness and response plans, including conducting drills and training for clinic staff.

Additional Information:

• Flexible Work Arrangement: This position offers a flexible work schedule to accommodate the needs of the clinic. The role may require occasional overnight stays or after-hours work to oversee urgent projects, maintenance, or new clinic openings.
• Strong interpersonal skills are essential for collaborating with internal teams, vendors, and regulatory authorities.