The Facilities Executive supports the day-to-day operations of a portfolio of properties by coordinating soft services, supporting hard FM services, supervising technicians operationally, liaising with vendors, handling invoicing, maintaining proper documentation and statutory records and attending to tenants feedback/requests.

For all hard services matters,the Facilities Executive supports and reports to the Facilities Manager, who retains final authority on technical decisions, approvals, and escalations.

Working Location : One-North

Coverage : All assigned properties (as required)

Key Responsibilities

1. Hard FM Services

• Support FM in coordinating preventive and corrective maintenance works
• Monitor site conditions, defects, and breakdowns and report findings to FM
• Coordinate technicians and contractors for hard FM works as directed by FM
• Track progress of maintenance works and follow up on outstanding defects
• Escalate technical issues,risks, and recurring faults to FM
• Assist in contract renewals / ITQs

2. Technician Coordination

• Allocate daily tasks to technicians based on FM's instructions
• Monitor work progress and completion status
• Review technicians job sheets and service reports prior to submission to FM
• Ensure site rules and safety requirements are adhered to

3. Soft Services Management

• Coordinate soft services including(but not limited to):
  - Cleaning
  - Security
  - Landscaping
  - Pest control
  - Waste management

• Liaise with service providers on schedules, manpower, and service quality
• Track service performance and highlight issues to FM
• Support soft services contract renewals and scope clarifications
• Assist in contract renewals / ITQs

4. Vendor Liaison& Coordination

• Act as site point-of-contact for assigned vendors and service providers
• Coordinate site access, schedules, and administrative arrangements
• Follow up on quotations, service reports, and submissions
• Support FM in vendor coordination, admin duties etc

5. Invoicing & Cost Administration

• Verify vendor invoices against approved contracts, quotations, and services rendered
• Ensure invoices are supported by service reports or completion confirmation
• Track invoice status and follow up on discrepancies
• Submit verified invoices for approval
• Billing and ad-hoc applications

6. Documentation, Filing& Records Control

Maintain systematic, accurate, and audit-ready documentation for site operations Standard Filing Categories:
a) Hard FM Support Records

• Maintenance schedules and job sheets
• Breakdown, defect, and service reports

b) Soft Services Records

• Cleaning, security,landscaping, and pest control reports
• Service feedback and follow-up actions

c) Vendor & Contract Records

• Contracts, service agreements, and approved quotations
• Vendor correspondence and service schedules

d) Invoices & Financial Records

• Vendor invoices and supporting documents
• Payment tracking records

e)Filing Discipline

• Documents to be properly named (Date - Site - System/Vendor - Description)
• Records to be filed promptly and kept retrievable at all times
• Documentation to be updated and closed upon FM's acknowledgement.

7. Statutory & Authority Submission Tracking

• Maintain a master tracking table for all statutory inspections, tests, renewals, and authority submissions
• Update status regularly and highlight upcoming expiries to FM in advance
• Support FM in coordination and submission of required documents

8. Any other duties assigned