The posting
Location:
Northeast
Role Function:
Responsible and accountable for the performance of the property, the management of key in-house/out-source service providers (i.e. technician, security and cleaning team) of the property.
Duties and responsibilities
The key responsibilities include:
- Responsible for the overall day-to-day maintenance and operations of Building systems in the building including but not limited to General Building Works, Plumbing & Sanitary System, Water Feature System, Auto Door System, CCTV System, AV System, Telecommunication, Wi-fi System, etc.;
- Develop, implement and supervise a Planned Preventive Maintenance Programme (PPMP) and comprehensive maintenance plan for all Building systems and soft services.
- Monitor and maintain the efficient and safe operation of all building related systems to ensure smooth operations
- Ensure all systems operate in accordance to the system design and operation intent;
- Plan and procure parts & maintenance services within set budgets;
- Coordinate and supervise maintenance activities to ensure contractors / vendors and technicians complete all repair and maintenance work and soft services within the required timelines and in accordance with the standards set by OMS/Management or required by relevant Codes of Practice.
- Set and define standards required of non-maintenance matters, such as security guards and cleaners’ uniforms, management office, work place security, cleaners’ store, etc.
- Review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability or effectiveness.
- Set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence.
- Monitor and detect any irregular utilities consumption and take appropriate actions when necessary.
- Follow up on matters after meetings.
- Review procedures on imposition of fines against contravention of House Rules by contractors or tenants.
- Set up inspection schedules on defects, cleanliness and other term contract works.
- Liaise with Senior Property Executive (M&E) and tenants on matters related to M&E services.
- Arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc.
- Review and update House Rules & Site Supplement and if necessary, recommend updates.
- Attend meetings with clients, term contractors or any other meetings as assigned by the Immediate Superior and to record and put up minutes.
- Keep updated records of all those warranties that are still in force.
- Conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc.
- Conduct regular inspections with the term contractors (cleaning, pest control, etc.) to ensure that the services are carried out / maintained to the standard set by the Management and or the authorities.
- Conduct daily checks on common property whether or not maintained by a term contractor to ensure their soundness and proper maintenance.
- Inspect/supervise/test plumbing fittings periodically to uncover any defects, by-pass timers and controls periodically to turn on lights to check for defective ones.
- Propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved.
- Monitor and furnish regular reports on any intrusions, irregularities or unsafe practices.
- Set procedures and contact numbers of persons to be contacted for dealing with emergency situations such as burst pipe, fire, power failures, structural damage, etc.
- Carry out ad-hoc project works to enhance the Building and related systems
- Coordinate tenant move-ins and move-outs including handing/taking over of premsies.
- Build positive relationships with co-workers, clients and tenants.
- Respond to tenant needs and maintain positive relationships and high retention levels with all tenants.
- Liaise with tenants on repairs and maintenance works
- Review, approve and manage all tenant fit-out to ensure compliance with the Fit-Out Guide and Green Lease, and relevant authorities’ regulations.
- To monitor utilities consumption and take corrective measure if necessary for any irregularities.
- To review and recommend for approval cost-saving or cost-effective measures to reduce consumption.
- To lay down procedures and contract numbers of persons to be contacted for dealing with emergency situations such as pipe burst, fire, power failures, structural damage, etc.
- To ensure the implementation and maintenance of the OMS system in accordance to establish organizational standard.
- Prepare accurate, timely and complete reports, including monthly performance reports and variance reports for review by senior management
- Prepare annual budgets and quarterly reforecasts relating to the operating expenditure under your charge.
- Manage all accounts payable for the property, including collection, routing and approval of invoices
- Review and reconcile ground lease rent and common area maintenance (CAM) recovery charges as needed.
- Respond to problems and concerns and ensures compliance with rules and regulations
- Prepare Expense Approvals and Proposal Papers for client’s approval;
- Manage the delivery of excellent customer services consistent with the company’s service standards and brand attributes;
- Forecast, plan and prepare annual marketing budget and monitor expenditure within the approved budget;
- Liaise with and ensure professional management of tenants, business partners, government agencies, vendors/suppliers;
- Prepare and submit monthly reports
- Ensure all Asset Plan and Business Plan KPI’s/targets are achieved, including but not limited to capital expenditure and OH&S.
- Lead and supervise the Security and Cleaning team to achieve set KPIs
- Work closely with the other departments to deliver the above duties.
Key Competencies & Performance Measures
- Proactive and solution oriented, friendly with assertive and personable nature
- Demonstrate initiative and able to work independently
- Experience in using Microsoft Word, Excel, PowerPoint.
- Decorous telephone etiquette
- Successful completion of scheduled activities;
- Achieve KPI and SLA targets;
- Achieve target deliverables for business plans, monthly reports and budgets;
- Attain best value for money outcomes on service contracts and facilities cost services;
- Ensure that a high level of professionalism and customer service are maintained at all times;
- Ability to work under pressure and meet set timelines;
- Client and tenants customer satisfaction;
- Meet Standards and audit requirements.
- Achieve all financial and operational targets (KPIs).
- Deliver an exceptional “Managing Agent” service to the client, as reflected by client feedback.
- Receive high level of satisfaction from both tenants and clients in relation to building performance and execution of duties.
