Senior Executive - Property and Facilities Management

Job Summary

The Senior Executive - Property and Facilities Management manages personnel involved in different operations in the facilities to ensure clean, safe and functional environments. He/She deploys relevant personnel for timely actions in response to tenants requests and feedback. He/she monitors the service delivery of third party service deliverers and tracks fault calls to ensure closure within a stipulated period of time. He/she also develops safety reports on the compliance and non-compliance of employees and third-party service deliverers in accordance with organisational Workplace Safety and Health (WSH) practices.

He/she is an excellent communicator and has good organisational as well as interpersonal skills. He/she works at designated properties during business hours but is required to be on call after office hours in cases of emergency situations

Job Responsibilities

Manage facility operations

Support manager and work as a team to ensure timely maintenance / serviceability of facilities in the premises.

Attend to internal fault calls on equipment servicing / repair.

Manage contractors in ensuring all facilities are operational.

Carry out administration work on estate / facilities

Perform ad-hoc duties as assigned by management

Regular inspection of building for defects and attend to rectifications

Asset monitoring through yearly asset tracking and reporting

Attend to the Annual Power Shutdown to ensure statutory compliances

Monitor the monthly utilities consumption of the premise

Deploy relevant personnel for timely actions in response to user requests and feedback

Review progress reports and recommend actions to be taken

Manage third parties service providers to ensure quality of services

Analyse list of suppliers based on specifications, terms and conditions, track records, delivery dates and prices to determine best suppliers bids in accordance with company's ESG guidelines and green procurement policies

Manage all the ISO standards, requirements, conformance and audit for the department

Manage budgets and contracts

Negotiation and sourcing of service providers pertaining to estate services (e.g. cleaning, landscaping, air-con servicing, pest control, grease trap, fire protection system etc.)

Monitoring of the work scope and project timeline of contractors.

Check and certify job done for payment follow up

Attend to ad-hoc repairs and quotation provisions

Ensure that the mandatory statutory licences are renewed.

Assist in the drafting of maintenance contracts and Service Level Agreements (SLA)

Assist in the drafting of tender specification and request approval paper to management

Source for quotations from third party service providers

Drive safety and sustainability

Develop safety reports on compliance and non-compliance with regulatory and organisational Workplace Safety and Health (WSH) policies

Support WSH accident, near misses and incident investigations

Develop environmental reports on compliance and non-compliance with EMS standards and practices

Recommend ways to improve environmental sustainability using insights gathered from data analyses

Ensuing that the maintenance activities comply with environmental regulations and standards,

Manage people and organisation

Perform on-the-job coaching

Manage personnel involved in facility operations

Drive continuous improvement initiatives

Implement continuous improvement initiatives to improve time, cost and quality management

Provide input on the use of latest smart facilities management trends or technologies

Manage Administration Role of Property and Facilities Management Department

Raise purchase order for the department for designated facilities

To manage the administrative matter pertaining to the department

Consolidating and tabulating monthly SP bills, JTCs rental

Monitoring security officers performance for designated facilities

Job Requirements

Degree / Diploma in Engineering, Facilities management or Building Management or related discipline

3-5 years of relevant working experience in estate/ property management.

Knowledge in BMSMA and WSH is an advantage

Knowledge in URA, SCDF Regulations

Proficient in MS Office Applications/Power Platform Applications

Singaporean only