Job Description

DUTIES & RESPONSIBILITIES

1. To carry out the twice weekly routine inspection of all the relevant components within the premises such as all the M&E services, plant rooms, common corridors, common usage rooms, swimming pool(s), other facilities and surrounding landscaped garden, etc. to ensure smooth running of all the relevant mechanism, cleanliness and safety of the premises. 
2.  To take immediate remedial action against any faulty M&E services, such as lift breakdowns, malfunction of swimming pool pumps and lights etc. 
3. To supervise the performance of the maintenance services providers such as the security, cleaner, gardeners, swimming pool cleaners, etc. to ensure the work to be carried out in accordance with the duties as set in the contract. 
4. To supervise the M&E services maintenance teams during their course of routine or remedial services on site to ensure efficiency, accuracy and quality of works being carried out on site. 
5. To carry out regular inspection on those units under renovation to ensure they comply with the applications submitted to the management office. Also, to ensure all works are carried out according to renovation guidelines of the estate/apartment.   
6. To ensure all maintenance service contracts are carried out in time, in accordance with the terms and conditions as set in the contracts and service reports to be submitted for Building Supervisor’s checking, and follow up on the repairs or actions to be taken. All service contracts are to be copied to Allied HQ for record purposes.
7. To respond promptly to the written and verbal complaints by the Residents or the Management Corporation Committee. The Building Supervisor should investigate and evaluate the complaints before taking further action including seeking advice from the Operations Executive/Manager to resolve the complaints. 
8.  Enforce house rules. 
9.  Liaise with relevant governing authorities eg: rubbish disposal department, TNB, PBA, IWK, etc. 
10.  Attend regular meetings with the committee. Prepares operational reports/updates and shares with the Operations Executive/Manager in charge.
11.  Plans and conducts a preventive maintenance programme; maintains adequate levels of supplies; keeps records and prepares the reports. 
12. To carry out any other duties as and when requested by the Company. 

ADMINISTRATIVE DUTIES AND RESPONSIBILITIES 

1.  To issue and send monthly / quarterly statements to Owners. 
2.  To call and collect maintenance charges from Owners to ensure uptodate payment. 
3.  To document and issue receipts for payments of maintenance fees, sinking funds, access cards, renovation deposit, car park rental, facilities rental, etc. 
4. To send reminders / notices to defaulters in a timely manner. 
5. To submit batching forms to HQ accounts dept on days dispatch are assigned to the site. When the dispatch is on leave, the BS will send the documents to HQ to ensure timeliness. 
6.  To manage site petty cash as per SOP by HQ accounts dept and claim/reimburse monthly. 
7.  To submit payment requisitions for completed Purchase Orders or jobs/services. 
8.  To prepare notices and put up on the notice boards and other areas requested by the Management Committee. 
9.  To keep the management office clean and tidy. 
10.  To carry out general administration and filing of important documents in the management office including purchasers files, access cards records, contracts, service orders, licenses, etc. 
11.  To update residents / owners contacts and addresses to Allied HQ. 
12.  To conduct checks on keys at the Management Office and the guard house on a monthly basis; record on the check sheet and file. 
13. To verify and sign on all invoices of monthly service providers before getting them signed by the MC and submitted to the HQ to ensure timeliness according to Allied’s Accounts Payables SOP and cut-off dates. 
14. To renew all contracts, licenses and insurance policy before the expiry.
15.  To attend monthly MC meetings. 
16.  To attend the annual AGM. 
17. Attend the Tribunal Court hearing when required by the Company on the case for defaulters.
18.  Ensure all claims for insurance are done promptly for damages or accidents which have taken place at the site.
19.  Any other duties and responsibilities as and when required by the Company. 

Job Requirements

Requirements

1. Bachelor’s degree in Property Management, Engineering, Real Estate, or Business Administration.
2. Minimum 3–5 years in building management, facilities management, or a supervisory role
3. Understanding of HVAC, mechanical, electrical, and plumbing systems. Knowledge of building codes, safety regulations, and OSHA standards.
4. Familiarity with local laws such as the Strata Management Act 2013, Strata Management Regulations 2015, and Strata Titles Act 318 in Malaysi
5. Ability to lead maintenance, security, and cleaning teams.
6. Strong interpersonal skills for dealing with tenants, owners, and contractors.
7. Budgeting, financial reporting, and cost control
8. Proficiency in Microsoft Office (Word, Excel).

Skills