Senior Executive/Executive, Facilities Management

JOB OVERALL PURPOSE

Responsible for the daily functions and duties of facilities management and administration of Nexus under Dats Facilities Management and/or UOA Group of Companies.

JOB DUTIES AND RESPONSIBILITIES

1. Assist the Manager, Facilities Management in the daily function and duties of facilities management and administration of Nexus under Dats Facilities Management and/or UOA Group of Companies.
2. Assist to ensure that House Rules & Regulations are well implemented.
3. Assist the Manager, Facilities Management in monitoring as well as evaluating/ implementing Key Performance Indicator (KPI) in Dats Management.
4. Assist in cost budgeting.
5. Make sure that all Mechanical & Electrical system and equipments are well-maintained, inclusive of scheduled preventive maintenance measure, taken care of and in good working condition.
6. Ensure that the buildings are in tip-top condition and to recommend improvement as and when necessary.
7. Attend to enquiry, complaint from owner, residents etc through phone calls, email, walk in or letter; and assign task and; issue work order/ service order and coordinate with the respective personnel to rectify the complaints, follow-up actions by the other facilities’ staff until the problem resolve and keep record on the complaints.
8. Coordinate with maintenance personnel, system technicians, security department and property/ rental department in relation to the complaints and operations of the project.
9. Assist in handover of vacant unit to owner including preparation of documents, units key, access card, car stickers, house rules, documents, forms etc.
10. Assist in the coordinate with facilities personnel to ensure defect of the buildings are being attended to.
11. Coordinate with purchasing department on delivery of purchases.
12. Attend to renovation application matters such as processing renovation work approval, coordinate with the different sections for approval of renovation plans, processing and refunding of renovation deposits.
13. Assist in monitoring renovation works in accordance with in-house rules.
14. Ensure proper and complete submission of drawings are submitted and properly circulated to relevant departments/ personnel.
15. Liaise with tenants/ owners and contractors during renovation stage.
16. Issue internal company work order and generates debit notes and staff charge out costs and prepare monthly on work order.
17. Process new application for access cards and resident ID and process of lost and found cards.
18. Prepare quotation and billing to tenants/ owners.
19. Carry out common area walkabout and ensure the system upkeep and in good working condition.
20. Follow up and follow through on any repair/ maintenance work, until the work rectifies and complete.
21. Compile monthly building report, license, service report, service agreement and other relevant documents.
22. Compile and ensure all document, information and record is up-to-date.
23. Compile proposal for additional equipments and taking care of vendor agreement.
24. Attend to ad-hoc assignments assigned by superior.