Facilities Executive (Soft Services)

Working days: 5.5 days

Office Management

• Manage staff seat and space allocation; conduct regular inspections.
• Act as travel coordinator for inbound and outbound guests (hotel bookings, flight and airport transfer arrangements).
• Manage card access (issuance of access cards, termination of access cards, granting access, etc)
• Oversee key management, including issuance, return, and protocol review.
• Support asset and waste disposal administration (such as PC, monitor, CPU, etc)
• Administer asset management, including receiving and disposal of FM-related assets.
• Draft and disseminate communication circulars for facility/building matters
• Coordinate and supervise Move, Add & Change (MAC) projects.
• Maintain the Computerized Maintenance Management System (CMMS) for facility management services.
• Able to perform Microsoft Office Analysis

Hard & Soft Services / Contractor Management

• Provide monthly reporting to track maintenance contractor performance, outstanding work, and follow-up actions; assess and trend performance indicators
• Support contract management for sub-contractors, monitor scheduled performance requirements, and report deviations.
• Plan and  wok with client and compile 52-week Planned Preventive Maintenance (PPM) schedules; track, update, and report progress monthly.
• Raise and approve Permit to Work for contractor access; track issuance.
• Ensure contractor submission of safety documents (Method Statement, Risk Assessment).
• Update client FM representative weekly on planned works.

Soft Services

• Manage security, cleaning, pest control, plantsmaintenance, and sanitary bins

Operations Support

• Act as first responder for facility-related issues; track recovery and report monthly.
• Respond to office feedback on faults/repairs; coordinate root cause analysis and follow-up measures.
• Facilitate site access for maintenance activities; supervise contractors for scheduled, ad hoc, and breakdown works.
• Facilitate building management access for meter readings and servicing.
• Record and analyze energy consumption; investigate anomalies and recommend conservation measures.
• Manage annual power shutdown activities, including scheduling, coordination, and post-event reporting.
• Assess site/system conditions; develop and implement best practices and sustainment plans.
• Maintain records/logs of all facilities-related documents and track status.
• Coordinate office moves, A&A works, and renovation projects.
• Manage handover/takeover from project to FM.

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