Building and Facilities Executive /Senior Executive

Job Description

• Oversee maintenance and upkeep of Company’s facilities
• Assure the effective functioning of buildings and facilities, including general upkeep and maintenance of building sites to ensure the highest standard of aesthetic and sustenance and to provide an efficient and safe working environment for employees and their activities by using best business practices to manage resources, services and processes to meet operational requirements, health & safety standards, legal requirements and other needs of the group of companies.
• Building maintenance and administration: supervise all activities related to occupancy, construction, relocation, renovation of Company’s buildings, including, but not limited to establishing processes, provide employee support, facility upkeep and improvements, and do conduct regular site inspections and function as internal quality control
• Facility & project management: monitor and handle all phases of A&A, repairs and improvement works, including pre-planning (prepares and reviews cost estimates), handling tender, execution, warranties, documentation and record keeping
• Supervise and provide guidance to Building and Facilities department staff
• Conduct table top exercise and fire drills
• Contract management: find vendors and maintain vendors contracts
• EHS (Environment, health and safety) management
• Review current policies in areas of Fire Safety Management, Health & Safety Management Site Operations Management, Risk Management (including disaster recovery and BCP) to enhance operational efficiency and ensure statutory compliance

Responsibilities:

1. Develop and implement a facility management program including preventive maintenance and life-cycle requirements related with air-conditioning, temperature-control equipment, mechanical ventilation, fire safety, electrical, CCTV, building automation, lifts and escalators as well as building and structural maintenance.
2. Conduct and document regular facilities inspections.
3. Ensure compliance with health and safety standards and industry codes.
4. Allocate and manage facility space for maximum efficiency.
5. Co-ordinate intra-office moves.
6. Supervise maintenance and repair of facilities and equipment.
7. Oversee facility refurbishment and renovations.
8. Plan and be responsible for facility central services such as reception, security, cleaning, catering, waste disposal and parking.
9. Implement best practice processes to increase efficiency.
10. Obtain quotations and tenders from vendors and suppliers.
11. Calculate and compare costs for goods and services to maximize cost-effectiveness.
12. Negotiate contracts to optimize delivery and cost-saving.
13. Co-ordinate and monitor activities of contract suppliers.
14. Manage contractor and vendor relationships.
15. Manage and review service contracts to ensure facility management needs are being met.
16. Ensure delivery schedules, quantity and quality criteria are met.
17. Check completed work by contractors and vendors.
18. Verify that payment and invoicing match contract pricing.
19. Plan and monitor appropriate facility management staffing levels.
20. Ensure efficient utilization of facility maintenance staff.
21. Manage performance, develop, and train staff.
22. Prepare and track facility budget.
23. Monitor expenses and payment.
24. Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases.
25. Develop and implement cost reduction initiatives.
26. Advise on and monitor energy efficiency.
27. Oversee environmental health and safety.
28. Assure security of the facility.
29. Respond to facility and equipment alarms and system failures.
30. Provide prompt response to requests and issues from facility occupants.
31. Represent Company in a professional manner when liaising with government agencies e.g. JTC, URA, NEA, etc. and to be responsible in authority submissions, and obtaining necessary certificates, licenses and permits.
32. Maintain general administrative records of all building plans, blueprints, etc.
33. Perform other tasks as assigned by the superior / Management.

Job Requirements

• Required experience: Minimum 5 years as executive/senior executive/supervisory role in related field
• Education: Diploma or Bachelor's degree in Facilities Engineering or related qualifications such as facilities, project management, business management or construction management
• Good computer and system knowledge
• Able to perform facilities work/maintenance and upkeep of facilities
• Well-versed in working knowledge of principles and practices of project management, electrical & mechanical systems, procurement & contracts, health, safety & environmental regulations, construction, maintenance & all facets of facility operations
• Strong understanding of measures of performance and adaptability
• Familiarity with corporate law and management best practices
• Excellent time management, planning and organizational skills
• Good communications, interpersonal, negotiation, and presentation skills
• Well organized, self-starter, positive attitude with high integrity