Job Description

DUTIES & RESPONSIBILITES

1. Lead and manage the personnel at the management office to provide efficient administration in accordance with approved standards and procedures. 
2. Delegate daily duties to the staffs and monitor to ensure all works are carried out satisfactory 
3. Supervise the daily performance of the service providers such as cleaners, gardeners, swimming pool cleaners, security guards etc to ensure that work is accomplished according to set agreement. 
4. Monitor to ensure key contractors understand and adhere to safety and environmental.
5. Manage the functionality and safety of the site property to protect the well-being of all tenants and to deliver outstanding client service. 
6. Work with Operations Manager and Technical Support Team, Internal Audit and HR to manage, execute and monitor site Maintenance & Facilities jobs for excellent performance.
7. Conduct property inspections regularly and collaborate with the Operations Manager and Technical Support Head in building audit.      
8. Plan, schedule and implement trouble shooting exercise to come up with proposals for the improvements in meeting safety, cleanliness and environmental sustainability.
9. Investigate on site the cause of the defects and make further arrangement to rectify the cause of the defects accordingly to the conditions set in the Strata Management Acts and By-Laws.. 
10. Exercise daily checks to ensure that the water pumps, water level at tanks (including fire water tank), lifts (breakdown, buttons, car fans, indicators, guardhouse control panel etc.), fire fighting system (alarm panel), auto-gate, water filtration system, sewerage system, swimming pool pumps, CCTV etc. are in good working conditions. 
11. Ensure that electrical/telecom/water risers (except firefighting riser) are secured with locks. If firefighting riser is secured, the key must be made available. 
12. Check weekly to ensure that all Common Area Lighting (car park, staircases, emergency lights, exit lights etc) timers, lift motor rooms equipment (exhaust fan, lighting, timers etc.), telecommunication system, MATV etc are functioning. 
13. Check weekly to ensure all common area, doors, flooring, and ceilings are free from defects.
14. Follow-up to ensure that work is rectified by the technician/handyman if it is within their capabilities. 
15. Take preventive action against any minor defect detected that might lead to major building defects, leakages of common pipes and ducting, malfunction of M&E services.
16. Take action to mitigate risks and develop opportunities for physical, social and environmental sustainability. 
17. Participate in Green Building Index compliance whenever applicable in using resources efficiently and creating healthier environments for living.
18. Conduct regular checks for credible threats and risk assessment to maintain performance of critical assets.
19. Determine the controls necessary to manage threats to each critical asset, such as alarms, values, detectors or response equipment and processes. 
20. Promote effective safety programs and ensure all safety procedures are followed.
21. Ensure essential safety measures pertaining to the fire and safety protection items are installed to protect the safety of its occupants. 
22. Provide instruction and/or guidance for tenants’ safety in fire/emergency situations. 
23. Adhere to established emergency policies and procedures.
24. Carry out procedures under Emergency Management Plan that outlines responsibilities (Fire Wardens, etc), identification of high risk areas and appropriate responses, clear identification of safe areas during an emergency, an evacuation plan for vulnerable persons, and an emergency training program and maintenance schedule.
25. Carry out safety instructions and communicate accordingly for collaborations in maintaining a safe environment and also protection of the physical assets and infrastructure.
26. Undertake security audit or review of security practices and processes, 
27. Enforce and monitor adherence of site safety rules and make arrangements to ensure all contractors, employees or visitors are aware of the rules.
28. Check that established safe work method statements for all activities assessed as having safety risks (including electrical, welding, working at heights,etc) are in place at site.
29. Make available all daily, weekly, monthly, and annual records / reports and documents which meet agreed standard of adequacy, completeness, accuracy and timeliness.
30. Keep reports on services by Service Providers at Management Office for record purposes. 
31. Prepare monthly manager’s report during committee meeting. 
32. Keep record of all lift, gen set, fire extinguisher and insurance policy and license to ensure its validity.
33. Verify and document completion of all routine maintenance and repairs. The documents must be updated and readily available in the property maintenance management system. 
34. Perform and maintain required documentation for energy management and conservation programs (if applicable at site)
35. Obtain required licenses and permits to ensure full compliance with codes, regulations and safety standards. 
36. Generate reports on sustainability (if applicable) to stakeholders to indicate sustainability performance in line with accepted standards. 
37. Ensure timely billing of invoices and monitor the service charge collection. 
38. Manage and optimize Maintenance & Facilities budget and related building expenses.
39. Ensure essential safety measures pertaining to the fire and safety protection items are installed to protect the safety of its occupants. 
40. Provide instruction and/or guidance for tenants’ safety in fire/emergency situations. 
41. Adhere to established emergency policies and procedures.
42. Carry out procedures under Emergency Management Plan that outlines responsibilities (Fire Wardens, etc), identification of high risk areas and appropriate responses, clear identification of safe areas during an emergency, an evacuation plan for vulnerable persons, and an emergency training program and maintenance schedule.
43. Carry out safety instructions and communicate accordingly for collaborations in maintaining a safe environment and also protection of the physical assets and infrastructure.
44. Undertake security audit or review of security practices and processes, 
45. Enforce and monitor adherence of site safety rules and make arrangements to ensure all contractors, employees or visitors are aware of the rules.
46. Check that established safe work method statements for all activities assessed as having safety risks (including electrical, welding, working at heights, etc) are in place at site.
47. Make available all daily, weekly, monthly, and annual records / reports and documents which meet agreed standard of adequacy, completeness, accuracy and timeliness.
48. Keep reports on services by Service Providers at Management Office for record purposes. 
49. Prepare monthly manager’s report during committee meeting. 
50. Keep record of all lift, gen set, fire extinguisher and insurance policy and license to ensure its validity.
51. Verify and document completion of all routine maintenance and repairs. The documents must be updated and readily available in the property maintenance management system. 
52. Perform and maintain required documentation for energy management and conservation programs (if applicable at site)
53. Obtain required licenses and permits to ensure full compliance with codes, regulations and safety standards.
54. Generate reports on sustainability (if applicable) to stakeholders to indicate sustainability performance in line with accepted standards. 
55. Ensure timely billing of invoices and monitor the service charge collection. 
56. Manage and optimize Maintenance & Facilities budget and related building expenses.
57. Evaluate the application for renovation works submitted by the residents. Ensure strict compliance of building by laws for the renovation by the fit-out contractors. 
58. Attend monthly meeting with the JMC or MC as required. 
59. Respond promptly and address all written and verbal complaints by the residents, the Joint Management Committee or the Management Committee. 
60. Take actions on any major incidents such as emergency calls (fire, smoke, etc.), accident scenes, break-ins, fire, flood, blackout, terrorism, etc. 
61. Adopt an adaptive management approach in managing site property through continuous improvement.
62. Adhere to related Standard Operating Procedures (SOP) when executing the works on:
63. Pest Control Maintenance
64. Lift Maintenance 
65. Fire Fighting Maintenance
66. Swimming Pool Maintenance
67. Electrical Installation 
68. Safety
69. Security
70. Cleaning & Landscaping
71. Emergency
72. Repair / Renovation 

Job Requirements

1. Minimum of 8 years of relevant work experience in facilities or property management and building maintenance.
2. Strong understanding of property management and its financial aspects.
3. In-depth knowledge of rules and regulations surrounding property management.
4. Customer-focused with the ability to multitask and problem-solve.
5. Meticulous, independent, and well-organized with excellent time management skills.
6. Strong interpersonal and communication skills; ability to work collaboratively as part of a team.

Skills