Property Executive (Facilities Management)

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