General Summary Of Responsibilities
- Manage multiple functions of building operations and maintenance for a facility or building according to contractual requirements and PFS Systems and Procedures.
Specific Job Requirements
- Building Maintenance Management
- Responsible for the regular maintenance and upkeep of the property at acceptable standards.
- Develop and implement a preventive and planned maintenance programme to minimise maintenance, repair, and replacement costs, as well as the risk of plant/equipment failure.
- Establish standards and guidelines for maintenance services.
- Plan and manage cyclical repairs and upgrading services every 3 to 5 years, as determined and approved by the Government, and in accordance with Government standards. Planned schedules of works must be provided to the Government by the last quarter of the year for budgeting purposes.
- Supervise all repairs and routine maintenance work performed by service contractors related to building maintenance, mechanical and electrical services (e.g., lift, air-conditioning, water supply system, generator, electrical distribution system, security system, communication system, fire protection and fighting system), horticultural, and cleaning work, ensuring all works are properly carried out and in accordance with specifications and contractual terms.
- Verify invoices and bills from suppliers, service contractors, and relevant authorities related to the management and maintenance of the Government's property, including checking, certifying work completion, and making payment recommendations.
- Attend to matters relating to the property.
- Comply with all notices issued by relevant authorities and coordinate all inspections and testing as required.
- Undertake regular and periodic inspections of the facility to ensure systems and equipment are cleaned, properly maintained, and serviced.
- Conduct regular meetings with service contractors at both operational and management levels to resolve operational issues and review performance.
- Conduct one maintenance audit per annum (with Managing Agent's HQ staff) to check that the property, facilities, and equipment are maintained and serviced, and submit a report detailing findings and recommendations.
- Provide advice to the Government on maintenance and upkeep options and implement after obtaining confirmation of the preferred option.
- Ensure all repair and replacement work is completed within the agreed timeframe and budget.
- Evaluate quotations/tenders for works and submit recommendations to the Government for approval.
- Assist in the initial takeover of the property and supervision of defective works during the defects liability period (if applicable).
- Assist the Government in administering warranties for systems, installations, fittings, and materials used, and works carried out by warranty suppliers and service contractors.
- Assist in crisis management, preparation of emergency plans, and conduct fire drill exercises (at least once per year).
- Maintain and update the spare parts inventory for the Government with at least a 10% buffer for fittings such as light bulbs, emergency exit signs, etc.
- Contract Management
- Assist the Government in all dealings with facility-related service contracts for the property.
- Responsible for all property/facilities contracts, including but not limited to:
- Cleaning and refuse removal
- Fire protection services and system
- Air-conditioning
- Lifts and elevators
- Security services and system
- Electrical system and generator
- Phone system
- Plumbing and sanitary
- Toilet and washroom hygienic services
- Pest control
- Assist in preparing, calling, recommending for award, and administering various tenders for maintenance work, services, and supplies, and advise on the selection of suitable contractors or specialists in consultation with the Government Representative and subject to Government approval.
- Prepare specifications for works and services to invite contractors to quote in accordance with the Government's Financial and Procurement Regulations.
- Ensure all maintenance term contracts and licenses are considered for renewal, with decisions made at least six months before expiry.
- Review specifications for service contracts in consultation with the Government Representative.
- Monitor the performance of service contractors.
- Property Administration and Management
- Address complaints, queries, and suggestions related to the property, and escalate to the Government as necessary, keeping proper records of all such matters.
- Prepare annual preventive and ad-hoc budgets.
- Assist the Government in taking stock, collecting, recording, and updating asset records of the building and M&E systems.
- Manage and maintain proper records and files of correspondence, documents, and materials pertaining to the property.
- Ensure all available documents, records, and architectural, structural, mechanical, and electrical drawings are properly kept and maintained.
- Attend ad-hoc meetings with the Government and carry out reporting functions as required.
- Submit reports as and when required by the Government.
- Attend to any other duties not listed above but related to fulfilling the Managing Agent's responsibilities and obligations under the contract.
- Deliverables
- Submit the following reports/programmes to the Government:
- Monthly management report
- Preventive maintenance programme
- Annual maintenance audit report
- Contractors performance assessment report
- Any other reports as determined by the Government
- Monthly Management Report
- Submit by the 15th day of each calendar month, including:
- Executive summary
- Faults tracking summary with trend graph compared to previous month
- Tracking of utilities consumption pattern with trend graph and explanations for abnormalities
- Report on maintenance issues, highlighting major incidents and actions taken
- Master list of all term contractors with details, contract price, commencement, and expiry dates
- Monthly preventive maintenance programme with equipment servicing dates
- Summary list of all licenses and certificates with expiry dates (e.g., lift certificate, electrical installation licence, fire certificate)
- Budget and expenditure monitoring
- Submission of 30, 60, and 90-day plans
- Preventive Maintenance Programme
- Plan and submit a preventive maintenance programme for the entire year, indicating systems/equipment and proposed servicing dates. The programme must be approved by the Government and strictly adhered to.
- Annual Maintenance Audit Report
- Conduct an annual maintenance audit with Managing Agent's HQ staff and submit a report of findings, preferably at the end of the calendar year.
- Term Contractors Performance Assessment Report
- Assess and evaluate all service contractors performance during the contract period based on:
- Speed
- Workmanship
- Planning and control
- Quality of supervisor/technical staff
- Response to instructions
- Safety measures
- Submit the Contractors Performance Assessment Report to the Government on a 6-monthly basis.
