Facilities Management Executive

Job Description

We are looking for a motivated and responsible Facilities Management Executive to join our team.

You will work closely with the Management in overseeing the facilities maintenance and day-to-day operations of a portfolio of client properties.

The role involves coordinating our team of engineers and technicians, attending to clients' maintenance requirements, monitoring contractors and following up on maintenance and repair works across multiple sites.

This position is suitable for a junior facilities professional with approximately 1–3 years of relevant experience who is keen to gain broader exposure in facilities management and develop into a larger operational role within the Company.

Key Responsibilities

• Assist Management in overseeing the daily facilities management and maintenance operations for assigned client properties.
• Coordinate the daily deployment and work activities of the Company's engineers and technicians across different client sites.
• Receive, monitor and follow up on maintenance requests, fault calls and repair works until completion.
• Assist in planning and monitoring preventive and corrective maintenance works.
• Conduct regular inspections of assigned properties and identify defects, maintenance requirements and areas requiring improvement.
• Coordinate with engineers, technicians and contractors to carry out necessary maintenance and repair works.
• Monitor outstanding jobs and ensure that works are properly followed through and completed within the required timeframe.
• Review completed works and service reports and ensure that the required scope of work has been satisfactorily carried out.
• Source and obtain quotations from suppliers, vendors and contractors for maintenance, repair and improvement works.
• Assist in evaluating quotations and preparing cost proposals where required.
• Coordinate and supervise appointed term contractors, specialist contractors and service vendors.
• Liaise with clients, authorities, contractors and suppliers on facilities and maintenance matters.
• Attend to clients' feedback and service requests professionally and ensure appropriate follow-up actions are taken.
• Maintain proper records of quotations, service reports, work orders, maintenance activities and completed works.
• Assist with the renewal and administration of term contracts and service agreements.
• Prepare daily operational updates, weekly outstanding-work reports and monthly management reports.
• Provide regular updates to Management on outstanding maintenance matters, manpower deployment and contractors' progress.
• Perform other facilities management and operational duties as assigned by Management.

Job Requirements

• Diploma or Degree in Facilities Management, Building Services, Mechanical Engineering, Electrical Engineering or other relevant building-related disciplines.
• Preferably 1–3 years of relevant working experience in facilities management, building maintenance, property management, M&E maintenance or a related field.
• Candidates with relevant internship or practical facilities maintenance experience may also be considered.
• Basic technical understanding of building services and common M&E systems.
• Willing to learn and develop practical knowledge in building maintenance and facilities operations.
• Able to coordinate technicians, contractors and service vendors effectively.
• Good communication and interpersonal skills with the confidence to communicate with clients, contractors and internal staff.
• Good organisational and time-management skills with the ability to manage multiple outstanding matters concurrently.
• Proficient in Microsoft Office (Word, Excel and PowerPoint).
• Basic knowledge of AutoCAD will be an advantage.
• Possession of a Fire Safety Manager (FSM) Certificate will be an added advantage but is not essential.
• Able to work independently as well as part of an operational team.
• Responsible, resourceful and proactive with a positive attitude towards learning.
• Able to work effectively in a fast-paced facilities maintenance environment.