Facilities management executive

The Facilities/Project Executive (FE/PE) serves as the operational and project delivery backbone of campus facilities management, maintaining continuous on-site presence to ensure seamless day-to-day operations, guest satisfaction, and facility readiness. The role combines hands-on operational supervision with structured project management, encompassing proactive maintenance coordination, direct vendor management, and end-to-end oversight of facilities-related projects across all hard and soft services.

1) Technical Site Supervision & Project Management

· Routine Inspections: Conduct daily walk-throughs of the campus to identify defects in all hard services (e.g. ACMV, M&E, Fire Protection System, Plumbing & Sanitary etc) and ensure all soft services (e.g. Cleaning, Security, Landscaping & Pest Control, etc) meet the required aesthetic and service standards.

· Smart FM Usage: Utilise Smart FM to log defects, track rectification progress, and verify that sub-contractors are responding to "Hard" and "Soft" service requests within the stipulated timelines.

· Building Works Coordination: Supervise building works and term contractor preventive maintenance regimes, ensuring minimal disruption to campus operations and programming. In addition, the FE/PE oversees Additions & Alterations (A&A) works from inception through to completion, coordinating with consultants, contractors, and internal stakeholders to ensure projects are delivered on time, within budget, and in compliance with relevant regulatory requirements and project requirements. This includes tracking project milestones, managing variation orders, and ensuring proper documentation and handover upon project completion.

2) Training Facilities & Amenities Readiness

· Integrated Space Preparation: Lead the end-to-end physical setup and "first-use" readiness of all training and conferencing facilities, residential accommodation facilities, and outdoor experiential training elements, ensuring these facilities meet specific programme/event requirements.

· Experiential Training Elements: Conduct routine safety and structural inspections of outdoor "low elements" and team-building elements, ensuring all experiential activity zones are hazard-free, well-maintained, and compliance with WSH standards.

· Team-building Props & Store: Manage the store and all team-building training props, including systematic inventory control (e.g. QR/Digital tracking), rigorous hygiene/sanitisation process, and proactive repairs or replenishment.

· Campus Store & Inventory Management: Serve as the primary custodian for all campus storerooms. Apply "5S" principles (Sort, Set in order, Shine, Standardise, Sustain) across all storerooms to maximise space utilisation. Ensure that all storage areas are neatly organised, labelled, and free of obsolete items through regular "decluttering" exercises.

· Amenities Upkeep & Maintenance: Monitor the condition of common campus amenities and equipment/appliances (e.g. Vending Machines, Visitor Lounge, Staff Lounge, Recreational Room, Pantries, Gym etc), ensuring all these amenities are ready-to-use status.

3) Residential Programmes & Logistics Support

· Room Inspections: Conduct "Check-in Ready" inspections of accommodation rooms to ensure housekeeping standards are met and all facilities/appliances (e.g. Air-conditioning, showering, kettles, hair dryers etc) are in working order.

· Turnover Coordination: Lead the housekeeping team in prioritising room turnovers to ensure all accommodation is cleaned and inspected in time ensuring cleaning and linen setup priorities are strictly aligned with the residential programme’s check-in and check-out schedules to achieve zero-delay readiness.

· First Response Fault Management: Serve as the designated first responder (including Night Duty) for all residential facility feedback; diagnose and resolve immediate room essential issues (e.g. power, water, or sanitary etc) to ensure minimal disruption to the guest’s stay, especially during night hours.

4) Vendor & Event Logistics Coordination

· Onsite Vendor Lead: Coordinate with caterers on meal delivery timings, setup locations, and clearing of food waste. Ensure event/programme vendors (e.g. decorations, props or booths setup etc) adhere to campus safety & housekeeping rules during setup/dismantle and to ensure seamless transitions between training sessions, meals, and programme turnovers.

· Delivery Supervision: Manage the arrival and movement of bulky event equipment and supplies, ensuring they do not block fire escape routes or damage campus property.

· Service Verification: Physically verify that vendors have completed their tasks before the programme team processes their billing.

5) Procurement & Work Order Administration

· End-to-End Work Order Management: Proactively identify facility faults and manage the full Work Order (WO) lifecycle; this includes issuing accurate technical briefs to sub-contractors, supervising onsite rectifications, and verifying completion with photo/digital evidence before closing the case.

· PO Lifecycle & Fulfilment Oversight: Monitor the status of all Purchase Orders (PO) for campus works consumables, technical spares, and training supplies; coordinate with sub-contractors/suppliers to ensure timely delivery and job completion to ensure timely and accurate billing and payment processing.

· Inventory Management: Maintain the onsite store for IFM-related spares and supplies, ensuring stock levels are updated in the digital inventory log and ensure that critical spares (e.g. for lighting, sanitary etc) are always at "Par Level" for immediate deployment.

6) Compliance, Safety & CERT

· Emergency Response: Assist the Authority in the formation and regular training of the Company Emergency Response Team (CERT).

· Active Firefighting: Perform the designated role of a Fire Fighter within the CERT during drills or actual emergencies.

7) Operational Agility

· Vendor Management: Serve as the primary onsite technical lead for FM and building services; actively supervise maintenance and installations to ensure all work meets Service Level Agreements (SLAs), safety standards, and functional requirements.

· Continuous Improvement: Stay updated with technological advancements in Smart FM and Building Services to propose innovative solutions that enhance campus user experience

· General Support: Undertake any other necessary tasks for the property's operations as directed by the Authority, ensuring seamless property operations and rapid response to evolving campus needs.

Should have at least a diploma in any discipline and a minimum of 2 years of relevant experience in a similar position.

FSM Certificate preferred.