Property Executive

Location: Northeast Role Function: Responsible and accountable for the performance of the property, the management of key in-house/out-source service providers (i.e. technician, security and cleaning team) of the property. Duties and responsibilities The key responsibilities include: • Responsible for the overall day-to-day maintenance and operations of Building systems in the building including but not limited to General Building Works, Plumbing & Sanitary System, Water Feature System, Auto Door System, CCTV System, AV System, Telecommunication, Wi-fi System, etc.; • Develop, implement and supervise a Planned Preventive Maintenance Programme (PPMP) and comprehensive maintenance plan for all Building systems and soft services. • Monitor and maintain the efficient and safe operation of all building related systems to ensure smooth operations • Ensure all systems operate in accordance to the system design and operation intent; • Plan and procure parts & maintenance services within set budgets; • Coordinate and supervise maintenance activities to ensure contractors / vendors and technicians complete all repair and maintenance work and soft services within the required timelines and in accordance with the standards set by OMS/Management or required by relevant Codes of Practice. • Set and define standards required of non-maintenance matters, such as security guards and cleaners’ uniforms, management office, work place security, cleaners’ store, etc. • Review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability or effectiveness. • Set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence. • Monitor and detect any irregular utilities consumption and take appropriate actions when necessary. • Follow up on matters after meetings. • Review procedures on imposition of fines against contravention of House Rules by contractors or tenants. • Set up inspection schedules on defects, cleanliness and other term contract works. • Liaise with Senior Property Executive (M&E) and tenants on matters related to M&E services. • Arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc. • Review and update House Rules & Site Supplement and if necessary, recommend updates. • Attend meetings with clients, term contractors or any other meetings as assigned by the Immediate Superior and to record and put up minutes. • Keep updated records of all those warranties that are still in force. • Conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc. • Conduct regular inspections with the term contractors (cleaning, pest control, etc.) to ensure that the services are carried out / maintained to the standard set by the Management and or the authorities. • Conduct daily checks on common property whether or not maintained by a term contractor to ensure their soundness and proper maintenance. • Inspect/supervise/test plumbing fittings periodically to uncover any defects, by-pass timers and controls periodically to turn on lights to check for defective ones. • Propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved. • Monitor and furnish regular reports on any intrusions, irregularities or unsafe practices. • 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. • Carry out ad-hoc project works to enhance the Building and related systems • Coordinate tenant move-ins and move-outs including handing/taking over of premsies. • Build positive relationships with co-workers, clients and tenants. • Respond to tenant needs and maintain positive relationships and high retention levels with all tenants. • Liaise with tenants on repairs and maintenance works • Review, approve and manage all tenant fit-out to ensure compliance with the Fit-Out Guide and Green Lease, and relevant authorities’ regulations. • To monitor utilities consumption and take corrective measure if necessary for any irregularities. • To review and recommend for approval cost-saving or cost-effective measures to reduce consumption. • To lay down procedures and contract 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. • Prepare accurate, timely and complete 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, routing and approval of invoices • Review and reconcile ground lease rent and common area maintenance (CAM) recovery charges as needed. • Respond to problems and concerns and ensures compliance with rules and regulations • Prepare Expense Approvals and Proposal Papers for client’s approval; • Manage the delivery of excellent customer services consistent with the company’s service standards and brand attributes; • Forecast, plan and prepare annual marketing budget and monitor expenditure within the approved budget; • Liaise with and ensure professional management of tenants, business partners, government agencies, vendors/suppliers; • Prepare and submit monthly reports • Ensure all Asset Plan and Business Plan KPI’s/targets are achieved, including but not limited to capital expenditure and OH&S. • Lead and supervise the Security and Cleaning team to achieve set KPIs • Work closely with the other departments to deliver the above duties. Key Competencies & Performance Measures • Proact…