Senior Executive - Property and Facilities Management

Job Function

Property and Facilities Management

Job Summary

The Senior Executive - Property and Facilities Management manages personnel involved in different operations in the facilities to ensure clean, safe and functional environments. He/She deploys relevant personnel for timely actions in response to tenants' requests and feedback. He monitors the service delivery of third party service deliverers and tracks fault calls to ensure closure within a stipulated period of time. He also develops safety reports on the compliance and non-compliance of employees and third-party service deliverers in accordance with organisational Workplace Safety and Health (WSH) practices.

He is an excellent communicator and has good organisational as well as interpersonal skills. He works at designated properties during business hours but is required to be on call after office hours in cases of emergency situations

Job Responsibilities/Key Tasks(External)

Manage facility operations
•Ensure timely maintenance, repairs, and regular building inspections to uphold facility serviceability.
•Manage contractors and deployed personnel to maintain operational standards and service quality.
•Oversaw estate administration, ISO compliance, audits, and statutory requirements including annual power shutdown.
•Monitor assets and utilities; reviewed progress reports and recommended corrective actions.
•Evaluated supplier bids in line with ESG and green procurement policies; executed ad-hoc tasks as assigned.

Manage budgets and contracts
•Source and Negotiate with service providers for estate services (cleaning, landscaping, air-con, pest control, fire systems, etc.).
•Monitor Contractor Performance including work scope, timelines, and certify completed jobs for payment.
•Handle Compliance and Documentation by ensuring statutory license renewals and assisting in drafting contracts, SLAs, and tender specifications.
•Manage Quotations and Approvals by sourcing quotes, preparing approval papers, and supporting procurement processes.
•Attend to Ad-hoc Repairs and provide quotations for urgent maintenance needs.

Drive Safety and Sustainability
•Prepare Compliance Reports on WSH and EMS standards, highlighting non-compliance issues.
•Support Incident Investigations for accidents, near misses, and safety breaches.
•Develop Environmental Reports and ensure maintenance activities meet regulatory standards.
•Analyze Data to recommend improvements for environmental sustainability.
•Ensure Regulatory Compliance across safety and environmental practices.

Manage people and organisation
•Perform on-the-job coaching
•Manage personnel involved in facility operation

Drive continuous improvement initiatives
•Implement continuous improvement initiatives to improve time, cost and quality management
•Provide input on the use of latest smart facilities management trends or technologies

Administration Management for Property and Facilities Department
•To raise purchase order for the department for designated facilities
•To manage the administrative matter pertaining to the department
•Consolidating and tabulating monthly SP bills, JTCs rental
•Monitoring security officers’ performance for designated facilities 

Others
•Undertake assigned projects or duties as directed by Management.

Job Requirements

• Proficiency in MS Office Applications / Microsoft Power Platform applications
• Strong organizational and problem-solving skills
• Familiar with ISO standards, statutory requirements, and green procurement policies. 
• Customer-service oriented in communicating/collaborating with internal/external stakeholders. 
• Excellent negotiation and vendor management skills.
• Team player with strong communication and interpersonal skills
• Demonstrate a positive attitude with a keen sense of responsibility and high motivation.
• Resourceful, pay attention to detail, function well in a team, and work independently with minimal supervision.
• Organised with the ability to manage conflicting timescales and priorities
• Excellent time management and multi-tasking ability
• High adaptability to changes in a fast-paced environment

Professional Qualifications & Relevant Experience

• Degree / Diploma in Engineering, Facilities management or Building Management  or related discipline
• 3-5 years of relevant working experience in estate/ property management.
• Knowledge in BMSMA and WSH is an advantage
• Knowledge in URA, SCDF Regulations
• Proven track record in managing contractors, service providers, and compliance audits.