Event Facilities Supervisor – Facility Order Forms (FOF)

As the Event Facilities Superintending Officer – Facility Order Forms (FOF) you will be responsible to provide superintendence for assigned contract packages required for the Singapore F1 Grand Prix project. Your duties will include but not be limited to:

General
• Coordination with Singapore GP’s FOF coordinator to
o Gather facility requirements from clients
o Coordinate database inventory updates of facility information
o Complete detailed planning of facilities with contractors
o Undertake inspections of the built marquee and room facilities
• Holding and minuting meetings with the clients in obtaining their approval for the FOF
• Preparing and reviewing FOF with the client as required based on change requirements identified
• Issuing work instructions as required
• Assessment and site inspection to verify quantities of work completed. Provide inputs and update of the quantities on the EventLive Software.
• Carrying out assigned Engineering Service Desk (ESD) duties during the event
• Ensuring that dismantling, demobilization and close out activities are completed as schedule including assisting the Package Managers with the reconciliation of the all invoices, the receipt of as built drawings and inventory lists, holding and minuting a final contractor debrief meeting, the completion of contractor performance evaluations

Administration
• Attending and supporting all project meetings as required
• Learning and following the Faithful+Gould BMS (Business Management Systems) processes and procedures
• Performing miscellaneous ad hoc duties as required by the Line Manager

Specific Role
o Liaise with other Superintending Officers to coordinate the activities of add-on contractors for electrical power, plumbing, etc. (which are managed under different packages) to ensure the facilities are being put as per approved plan and schedule.
o Monitor the work progress closely and ensuring prompt delivery of the material, installation schedule and the final testing & commissioning as per the construction programme.
o Prior to the handover of the facilities, you are required to have a joint inspection with the respective contractors and generate the defects list to the contractor. You are to ensure that the defects are fully rectified before handing over the said facilities.
o Co-ordinate with Facility Managers to assist in delivering last minute items to the facilities when they arrive
o Monitoring work schedule to ensure prompt delivery of the systems and perform final inspection of all facility with Singapore GP staff.

Your duties will involve working and coordinating work activities with other supervisors and Singapore GP staff.

You will be privy to confidential information by necessity. You will treat all such information with the highest levels of confidentiality and will perform your role with integrity and honour at all times.

You are required to ensure that all documents and administrative functions demonstrate high levels of accuracy and professionalism.


Competence
You have good overall technical knowledge of assigned packages, have an outgoing personality with good communication and listening skills, have excellent interpersonal skills with a positive attitude and capacity to motivate others, have an eye for detail, and show initiative in suggesting alternate ideas and approaches and a willingness to work extended overtime, especially closer to the event.

The position requires the following Qualifications and Experience:
• At least five years of event management experience
• Contract administration experience
• Ability to liaise with parties involved in the projects – (clients, contractors, other stakeholders etc)
• Experience in fit out and architectural works will be advantageous.


Skills and Attributes You will demonstrate:
• Outgoing personality with articulate communication and listening skills
• Capacity to adapt and problem solve as an individual and team basis in a pressured environment
• Capacity to deal professionally and confidently with a diverse range of people at all levels.
• Good written communication skills, with a demonstrated ability to draft reports, minutes, correspondence, procedures, processes and forms.
• Ability to work with limited supervision.
• Sound literacy in computer software, including the Microsoft Office range. Excellent knowledge of Word and Excel.
• Flexibility and ability to work with different areas of the business.
• Punctuality with attendance and with delivering tasks on time.
• Positive attitude and capacity to motivate others
• A willingness to work extended overtime, especially closer to the event