Hephzibah Rachel
Singapore
Summary
Dedicated and results-driven professional with over 10 years of progressive experience in orchestrating seamless facility operations and driving continuous improvement initiatives. Demonstrated expertise lies in optimizing resources, fostering collaborative relationships with vendors, and delivering tangible results that significantly enhance workplace environments. Known for a strong focus on execution and a passion for continuous enhancement, I am committed to elevating the overall workplace experience for all stakeholders. Proven ability to navigate complex challenges and implement innovative solutions that drive efficiency and productivity. Excellent communication skills and a collaborative approach ensure successful project execution and stakeholder satisfaction
Overview
12
12
years of professional experience
Work History
Facilities Manager
Site Nirvana Memorial Garden
12.2023 - Current
- Spearheading the management of 9 floors, 3 blocks, and car park in total spanning over 10000m2 including CAPEX improvements to ensure compliance with operational standards and regulatory requirements
- Directing and scheduling task list for a dynamic team comprising of technicians, general workers, supervisors, and cleaners, landscapers and outsourced service vendors fostering a collaborative work environment and ensuring alignment with organizational objectives and meeting the client’s expectations
- Serving as the primary liaison with vendors and contractors, cultivating strategic partnerships to procure essential services and materials, optimizing operational efficiency and cost-effectiveness
- Acting as the central point of contact for addressing any issues or emergencies within the premises, I adeptly navigate challenges and implement timely solutions to minimize disruptions and ensure uninterrupted operations
- Conduct weekly audit inspection to ensure both internal and outsources service providers are performing in accordance to their contractual obligations
- My focus has been on leveraging data to optimise service opportunities and align operational processes to the overall vision of the employees
- Conducting meticulous defect checks with my team across all facets of the building and within Nirvana Memorial Garden, upholding rigorous quality standards and promptly address any deficiencies to uphold the organization's reputation for excellence
- Taking a hands-on approach to talent acquisition and development, I conduct comprehensive interviews to onboard top talent and provide ongoing support to my team, empowering them to achieve and exceed their Key Performance Indicators (KPIs)
- Assisting COO and other internal stakeholders with execution of premises related projects
- Working alongside project teams, I provide valuable input to enhance the building infrastructure and offer solutions and recommendations to address emerging needs and challenges
- Maintaining a comprehensive understanding of government laws and regulations, I ensure full compliance with relevant standards, safeguarding the organization's operations and mitigating risks effectively
Facilities & Office Manager
Cottoncrumbs Pte Ltd
02.2020 - 01.2023
- Implement and maintain efficient automation systems including filing, document management and record-keeping
- Liasing with senior stakeholders for execution of premises related projects including office relocation
- Maintain and upkeep of office registry including management of reception and daily office management support contracts
- With hybrid working arrangement and limited workstations, scheduling of work-desk allocation, office access and security systems to enable ease of staff flow
- Procurement of office fittings, packaging supplies, stationaries, and electrical equipment
- Liaison for delivery collections and package mailing with 3rd party vendors and ensure seamless flow of communication between fulfilment and logistics parties
- Manage day to day workplace housekeeping, repair, maintenance and servicing of office infrastructure, lighting, air conditioning, printers, security, and fire safety systems
- Managed a team of 8
- Lead a high-performance environment while instilling and propagating an inclusive work environment
- Comprehensive event preparations and on-site management, working closely with multiple service partners
- My role required maintaining high standards in office space and ensuring health and safety compliance, along with fostering strong relationships with stakeholders and managing diverse client expectations.
Facilities Management Coordinator
Jones Lang LaSalle
06.2017 - 02.2020
- Proficiently handled third-party vendor relationships, including contract negotiations, regular reviews, and key performance indicator (KPI assessments
- Conducted weekly catchups to ensure seamless collaboration
- Led a team of one supervisor and seven cleaning staff, ensuring the office’s cleanliness, scheduling periodic maintenance work, and performing frequent site inspections to maintain a conducive work environment
- Effectively managed office workspaces, meeting rooms, calling booths, pantries and utility areas ensuring the functionality and presentation is optimized
- Successfully coordinated the setup of new office floors, ensuring smooth transition and functionality
- Managed office supplies, including pantry and stationery items, while monitoring the budget
- Created and updated tracking systems to ensure cost effective procurement
- Onboard new staff activating work passes via software and providing welcome pack
- Provided clear instructions and guidance to the cleaning team to address issues and maintain high cleanliness standards
- Piloted and maintained budget cycles, providing accurate financial forecasting
- Managed purchase orders, submission of goods received and invoice processing for both Jones Lang Lasalle (JLL) and Expedia
- Collaborated closely with finance teams and submitted PO requests
- Ensured all expenses were submitted with the necessary documentation and diligently followed up on client invoicing and payments
- Provided essential support for external events, ensuring successful planning and execution
- Collaborated closely with clients to address inquiries and ensure the proper maintenance of office equipment and adherence to established policies
- Proactively resolved facility-related issues and served as the primary liaison with relevant office vendors to maintain a functional work environment
- Implemented initiatives aimed at creating a more pleasant working environment for all employees, focusing on the overall workplace experience
- Ensured the constant presence of safety procedures to protect the well-being of employees in case of emergencies.
Facilities Management Administrator and Receptionist
Jones Lang LaSalle
06.2016 - 06.2017
- Engage in assisting on customer complaints and handling all walk-in Expedia Customers
- Recording, receiving and distributing mails at scheduled times (incoming & outgoing)
- Coordinating with International and Local couriers for sorting out mails & packages
- Manage stationery inventory – keep count of available stationeries in the office by using self-created trackers
- Keep track of budget for stationeries and report back to manager for budgeting
- Liaising with suppliers/vendors for stationery items
- Pantry Management – Understand and catch the trends in the office for pantry consumption
- Replenishing all pantry consumables
- Liaising with suppliers/vendors for pantry items
- Actively in contact with third party vendors for other items, for the office such as Daily Fresh Fruits and Newspaper
- Work closely with Cleaning supervisor/cleaners on how to maintain the office based on client’s expectations
- Work in a team of 3 where we actively brainstorm on how to make the office a better place
- Event Coordination; responsible for all catering including establishing relationships with vendors, finalizing all orders, reconciliation of invoices, set up and clean up
- Actively sourcing for new vendors for corporate catering/pantry supplies/stationery supplies
- Managing expectations of clients and assisting in adhoc requests.
Office Administration Executive
Harvest Building Services
02.2012 - 05.2015
- Preparing quotes, invoices and billings
- Organizing expense reports
- Ensuring all site documents are in place within the office and client’s office
- Handling calls from clients, managing it
- Assist in payroll matters for the cleaners – collecting timesheets, cross checking to ensure accuracy.
Education
Bachelor of Arts - Bachelor of Arts in Business With Marketing
University of Northumbria
Singapore01.2019
Diploma in Business Administration -
Kaplan Higher Education
Singapore01.2017
GCE O Levels -
Kuo Chuan Presbyterian Secondary School
Singapore11.2010
Skills
- Office Services/Management
- Facility Management/Maintenance
- Client Focused
- Vendor Relationships
- Asset Management
- Building Management/Inspections
- Team Leadership
- Budgeting and Financial Management
- Inventory procurement
- Space Planning
- Planning and scheduling
Gym, Walking my dog, Reading
A member of Anytime Fitness and I gym 3 times a week. Walking my dog is one of my most favorite activity and it is hers as well! Ella (my dog) and I go for walks in the evenings after work. We enjoy tiring ourselves and getting a good breath of fresh air. Lastly, reading fiction is very calming for me. My go-to genres are thrillers and romance.
Timeline
Facilities Manager
Site Nirvana Memorial Garden
12.2023 - Current
Facilities & Office Manager
Cottoncrumbs Pte Ltd
02.2020 - 01.2023
Facilities Management Coordinator
Jones Lang LaSalle
06.2017 - 02.2020
Facilities Management Administrator and Receptionist
Jones Lang LaSalle
06.2016 - 06.2017
Office Administration Executive
Harvest Building Services
02.2012 - 05.2015
Bachelor of Arts - Bachelor of Arts in Business With Marketing
University of Northumbria
Diploma in Business Administration -
Kaplan Higher Education
GCE O Levels -
Kuo Chuan Presbyterian Secondary School
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