Job Description

The Senior Executive – Integrated Facility Management leads the strategic planning, operations, and continuous improvement of workplace environments across multiple sites. This role oversees all aspects of facilities management, including space planning, maintenance, security, housekeeping, landscaping, pest control, and health & safety, ensuring an efficient, safe, and engaging workplace experience.

I) Office Space Planning & Facilities Operations

• Develop and manage office space planning and facilities management frameworks to ensure the best user experience across all of our client’s outlets. This includes maintaining optimal conditions of office premises, physical assets, security, housekeeping, landscaping, pest control services, and occupational health & safety standards.
• Conduct regular inspections and routine checks on office facilities, equipment, and furniture while ensuring all processes and best practices are properly implemented and maintained.
• Coordinate repair works, spare part replacements, and liaise with vendors for maintenance activities, including weekend or ad-hoc work requirements.
• Liaise with Building Management on matters including annual power shutdowns, fire drills, and maintenance-related activities.

II) Project Management

• Plan, direct, and coordinate space enhancement projects, including office renovations, refurbishments, and other minor improvement works.

III) Vendor & Contract Management

• Manage supplier and contractor performance, including contract management, policy implementation, and service quality improvement.
• Request quotations, conduct cost comparisons, and support Purchase Requisition (PR) and Purchase Order (PO) processes for facilities-related purchases.

IV) Risk, Compliance & Safety

• Support risk management initiatives, disaster recovery, and business continuity plans while ensuring all incident reporting procedures comply with our client’s guidelines and safety requirements.
• Ensure compliance with relevant regulations and industry standards to maintain a safe, secure, and compliant workplace environment.

V) Reporting & Analytics

• Prepare and submit monthly facility management reports and statistical analyses on work orders based on service categories.
• Monitor the financial impact of facility management initiatives by identifying cost-saving opportunities, eliminating unnecessary expenses, and providing accurate data to support business decisions.

VI) Communication, Coordination & Feedback Handling

• Act as the main point of contact for receiving and addressing feedback related to building faults, service delivery issues, and facility service requests.
• Improve team communication, streamline processes, respond promptly to incidents, and enhance overall service efficiency.
• Monitor occupant satisfaction through feedback from employees, tenants, and stakeholders to continuously improve workplace experience.

VII) Cross-Functional Support

• Support the outlet team in servicing customers and collaborate with other departments on ongoing tasks, responsibilities, and projects.

VIII) Miscellaneous

• Perform any additional duties and responsibilities assigned by management.

Job Requirements

• Diploma or Bachelor's degree in Building, Mechanical Engineering, Electrical Engineering or equivalent disciplines to facility management.
• At least 3 years of experience in facilities, supplier or project management.
• Must be familiar with the service structure, including responses to requests for assistance on Facilities Management issues and arrangements pertaining to all operating expenditures.
• Knowledge of general maintenance methods, operating requirements and safety precautions related to facilities management.
• Has experience in using all available resources to drive continuous improvement of the operation level, including cost optimization, experience improvement and risk control.
• A reliable team player with good problem solving skills in handling conflicts and setting priorities.
• Demonstrate outstanding communication skills and resilience in maintaining a positive relationship with customers and stakeholders during challenging situations.
• Flexible and able to work to assist any outlet as needed, responding promptly to issues and finding efficient solutions to optimize facility performance.
• Must be a well organized, detailed and customer (internal and external) oriented person.
• Able to work independently and quickly adapt in a fast-changing startup environment.
• Strong procurement and negotiation skills.

Skills