Property Executive, Facility Management (Site Based)

Reporting to the Manager / Assistant Manager.

Job Responsibilities.

• Be responsible for the compliance of the following for the properties under your charge.
• Providing good maintenance of all Client’s properties, equipment and fittings.
• All properties meeting with the relevant regulatory requirements and company’s expectation.
• Timely submission of reports and in the approved format.
• Establishing and maintenance of the Company Emergency Response Team (CERT) for each property.
• Maintaining good relationship with tenants, and timely completion of tenant related matters, such as inspection, handing/taking over, defect management, etc.
• Having regular communication with Tenants to understand their needs and concerns, and providing timely and relevant professional advice.
• Maintaining proper documentary records of maintenance carried out for each property.
• Maintaining each property in accordance to the preventive maintenance program and quality assurance procedures.
• Ensuring prompt submission and proper documentation of all service reports, delivery orders and invoices.
• Maintaining an auditable and transparent tender and quotation process in accordance to Client’s requirement, including pre-qualification of vendors and maintaining the Approved Vendor Listing.
• Delivering Asset Enhancement Initiatives (AEI), Repair & Maintenance Projects and Adhoc Works, including liaising with Consultants and Contractors.
• Review Consultants’ and Contractors’ performance on a scheduled periodic basis.
• Supervise tenancy fit-outs to ensure compliance with the relevant regulatory requirements and company’s expectation.
• Inspecting regularly all properties to ensure the highest standard of house-keeping.
• Delivering on time the monthly property report for each Property.
• Delivering on time the Recommendation Papers for term contracts, ad hoc contracts and Asset Enhancement Initiatives (AEI).
• Plan and drive green initiatives together with the Client.
• Ensure prompt renewal of all maintenance contracts and renewal of all statutory licenses such as Fire Certificate, EMA licenses, Lift, Water Tank Cleaning & Legionella Test for Cooling Tower, 5 Yearly Building and Structural Inspection, Outdoor Signage Renewal, etc.
• Review and Issue Approval of Permit to Work for all Works.
• Collecting and review of all Service Reports and Delivery Orders Monitor contractors’ works, report any unsafe situation to Management and get the contractors to stop work.
• Ensuring leases and other documentations are fully executed, with details properly recorded.
• Providing timely recommendations and assisting with negotiations relating to rental review, lease renewals, etc.
• Be accountable in the control of inflow and outflow of funds, outgoings, and other recoverable.
• Budgeting for OPEX & CAPEX for new work year.
• Manage facilities expense budget including service contracts to meet set objectives derived with Client.
• Review, negotiate and make recommendation for Service Level Agreement with vendors.
• Manage facilities expense budget including service contracts to meet set objectives.
• Ensure readiness for internal, external audit on all property-related matters.
• Work with stakeholders to identify asset improvement and cost efficient projects.
• Any other duties which may be required from time to time

Requirements

• Bachelor's degree in mechanical or electrical engineering, Building or Facilities or Real Estate Management or equivalent with 1 to 2 years of related hands-on post-graduate experience in Facilities Management; or Diploma in Mechanical Engineering or Electrical Engineering, Building or Facilities or Estate Management or equivalent with 4 to 5 years of related hands-on post-graduate experience in Facilities Management. 

The following skillsets will be advantageous:

• Experience in managing fit-outs, Asset Enhancement Initiatives (AEI), Repair & Maintenance Projects
• Experience in developing and reviewing specification for M&E systems Experience in troubleshooting M&E systems o Experience in reviewing rates and costs.
• Good knowledge of Singapore Standards, Code of Practice in building services and other relevant statutory requirements regarding tenancy work.
• Ability to multitask and make decisions with minimal guidance Able to respond to emergency during odd hours.
• A team player with good interpersonal and communication skills Good organizational skills and attention to details.
• Good knowledge of Microsoft Office