Senior/ Property Executive

POSITION OBJECTIVES

To support the Asst. Building Manager with day-to-day operation matters. Serve as the key liaison on tenants fit-out applications, request and feedback.

DUTIES & RESPONSIBILITIES

Administration

. To prepare weekly/monthly meeting documents and minutes.

. To organize social events & meetings.

Operational Matters

. Attend to day-to-day requests/feedback from tenants.

. Assist the Manager in supervising soft services such as cleaning, security, landscape, pest control and carpark services.

. Manage fit-out / reinstatement / A&A works.

. Handle and process new application and renewal of season parkin

. Administer and process Building's access cards (tenants / visitors /contractors).

. Issuance / approving PTWs.

. Coordinating viewing requests by leasing team.

. Main contact for tenants requests (deliveries, access, visits, air-con extensions, handyman works, etc.)

. Tracking building occupancy & prepare reports.

. Preparing Tenants circulars / correspondences.

. Prepare & carry out Tenant Survey

. To review, and if necessary, recommend and implement changes to operations procedures.

. To set and define standards required of non-maintenance matters such as security guards and cleaners uniforms, management office, workplace security, cleaners store, etc.

. To review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability, or effectiveness.

. To set up a monitoring system to track repairs and replacements f regular update/check and control for any excessive occurrence.

. To follow up on matters after meetings.

. To set up inspection schedules on defects, cleanliness and other term contract works.

. To liaise with Property Executive (M&E) and tenants on matters related to M&E services.

. To arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc.

. To review and update Fit Our Guide, Tenants Handbook, SOPs, forms, if necessary.

. To attend meetings with clients, term contractors or any other meetings and to record and put-up minutes.

. To prepare and submit all necessary documents to authorities such as BCA and URA, or any relevant authorities as needed.

. To keep updated records of all warranties.

. To conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc.

. To conduct regular inspections with the term contractors (cleaning pest control, fire protection system, lift, etc.) to ensure that the services are carried out / maintained to the standard set by the Management an or the authorities.

. To conduct daily checks on common property to ensure their soundness and proper maintenance.

. To propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved.

. To monitor and furnish regular reports on any intrusions, irregularities, or unsafe practices.

. To set procedures and contact numbers of persons to be contacted for dealing with emergency situations such as burst pipe, fire, power failures, structural damage, etc.

Tenancy Management

. Help coordinate tenant move-ins and move-outs.

. Build positive relationships with co-workers, clients, and tenants.

. Respond to tenants needs and maintain positive relationships and high retention levels with all tenants.

. Liaise with tenants on repairs and maintenance works.

Emergency

. To lay down procedures and contact numbers of persons to be contacted for dealing with emergency situations such as pipe burst, fire power failures, structural damage, etc.

. To ensure the implementation and maintenance of the OMS system in accordance to establish organizational standard.

Reporting & Budgeting

. Prepare accurate, timely and completed reports, including monthly performance reports and variance reports for review by senior management.

. Prepare annual budgets and quarterly reforecasts relating to the operating expenditure under your charge.

. Manage all accounts payable for the property, including collection, and approval of invoices.

. Respond to problems and concerns and ensures compliance with rules and regulations.

Performance Indicators:

. Successful completion of scheduled activities.

. Achieve KPIs.

. Achieve target deliverables for business plans, monthly reports and budgets.

. Attain best value for money outcomes on service contracts and facilities cost services.

. Ensure that a high level of professionalism and customer service are always maintained.

. Ability to work under pressure and meet set timelines.

. Client and tenant's customer satisfaction.

. Meet standards and audit requirements.

Knowledge/Experience:

. Degree in Building & Real Estate Management or its equivalent with least 3 years of experience or

. Diploma in Building & Real Estate Management or its equivalent with at least 5 years of experience.

. Relevant experience in managing high rise commercial buildings or mixed developments.

. Knowledge of operation, maintenance, fit out practices and related local ordinances.

. Experience in formulating and implementing maintenance policies a procedures, project management for capital works.

. Independent with integrity, innovative, proactive, and resourceful.

. Good organization, problem solving and communication (verbal and

written) skills.

. Managerial experience is essential and ability to work under pressurr

. Good interpersonal skills with team player qualities to manage both internal and external stakeholders.

Attributes/Behaviours:

. Pro-active and achievement orientated.

. Flexible.

. Team player.

. Practical approach with a can do attitude.