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Assistant Facility Executive
Maintenance | Full Time

Job Description

Job Highlights

  • Positive Environment

  • Career Advancement

  • Friendly Culture

‍Responsibilities

  • JMANAGEMENT, ADMINISTRATION & SECRETARIAL

  • Advise on all matters relating to the administration of the Property

  • Maintain & manage the Property in compliance with the requirements of the relevant Acts

  • Uphold the Rules & Regulations and make recommendations for improvements

  • Communicating the relevant Rules and Regulations to the tenants

  • Informed on all matters regarding the maintenance & management of the Property and any changes of regulations.

  • To make recommendations for the improvements of the property

  • Arrange adequate insurance against fire & third-party liability and any other risks as directed

  • Arrange for meetings, record, and circulate minutes of the meetings whenever required

  • Attend promptly to all correspondence, statutory notifications & enquiries

  • Liaise with contractors, solicitors, auditors, and relevant government authorities

  • Attend to all complaints, queries & suggestions made by tenants & to establish and maintain good relations with the tenants. Proper records should be kept of the complaints etc.

  • Apply for all necessary government licenses, certificates or approvals including statutory inspection certificates in respect of lifts, firefighting equipment’s, pumps, generators etc.

  • To keep a register of tenants and ensure that it is updated every three (3) months

  • Ensure that documents, records & architectural and M&E drawings are properly kept and maintained

  • Keep and maintain all statutory books as required by law

  • Liaise with the lawyers to facilitate the drafting and preparation of all legal contracts and agreement by the lawyers

  • Arrange for the selection & recruitment of supporting staff as required

  • Ensure confidentiality of sensitive documents and not entrust the copying of these documents to outside parties

  • Establish and oversee the implementations of a set of procedures for dealing with specific emergencies such as fire and floods

  • Provide & submit all necessary statistics and returns to Government bodies and/ or statutory boards as required by law and/ or requested by the relevant bodies/ boards

  • Evaluate the tenders or quotations and thereafter to advise on the selection and appointment of service contractors and such other specialist contractors

  • Prepare or arrange for the preparation of specifications and documents for the calling of tenders for the repainting and redecoration of the said Property or such other works as may be required on the common property and to advise and assist in the selection of contractors, sub-contractors and specialists and the programming of such repairs/ replacements.

  • Handle Dormitory Queries and all other MOM Dormitory related; including Dorm-Watch Updates & Nominal Roll etc.

  • SUPERVISION

  • Prepare and implement an overall planned preventive maintenance programme in the form of a maintenance work schedule

  • Conduct regular inspections and ensure that its vital installations, facilities, equipment and common property are cleaned, properly maintained and serviced

  • Carry out joint inspection to prepare a report on the state of maintenance to be submitted

  • Supervise and ensure that all work and service contracts are properly carried out according to the terms and conditions of the contracts

  • Supervise the security personnel to ensure that they carry out their duties and responsibilities properly and efficiently

  • Supervise to ensure that all duties of the maintenance staff are properly carried out

  • Supervise to ensure that repairs and replacement works are carried out properly by the contractors, sub-contractors, specialist according to the terms and conditions of the contract and ensure that all rubbish leftover is cleared off

  • Take such necessary steps to abate any nuisance caused by any person

  • Issue circulars and notices to tenants to comply with or remedy a breach of any by-laws and regulations and of those by-laws and regulations of the relevant authorities

  • Manage Dormitory Headcounts & Issues

‍Requirements

  • At least Diploma in Facility Management/ Building Services or equivalent

  • Minimum 2 years of facility management experience, preferably in the industrial building

  • Good proficiency in MS Office and presentation skills

  • Possess a positive attitude and the right aptitude