Facilities Management Executive

Department: Operations

Reports To: Chief Operating Officer (COO)

Role Purpose

To manage the day-to-day facilities, workplace environment and operational readiness of the institution's leased premises within a commercial office building. The role ensures that classrooms, training rooms, offices and shared-use spaces are safe, clean, functional and fit for purpose, while coordinating maintenance, vendors, building management and workplace improvement projects to support effective institutional operations and a positive student and staff experience.

Key Responsibilities

1. Facilities Operations & Maintenance

• Oversee the daily condition, functionality and readiness of classrooms, training rooms, offices, meeting rooms and common areas within the institution's leased premises.

• Conduct regular facilities inspections and coordinate preventive and corrective maintenance, repairs and rectification works.

• Monitor lighting, air-conditioning, electrical fittings, furniture, plumbing, equipment and other facilities-related requirements within the premises.

• Maintain a facilities issue log and ensure reported defects and service requests are resolved promptly, escalating major or recurring issues to the COO.

• Coordinate with the building landlord or managing agent on building services, access, maintenance disruptions and issues affecting the institution's operations.

2. Safety, Security & Compliance

• Monitor workplace safety, housekeeping, emergency access and general safety conditions within the institution's premises.

• Coordinate with building management and relevant service providers on fire safety arrangements, emergency procedures, evacuation drills and incident reporting, as applicable.

• Maintain facilities-related records, inspection checklists, risk assessments and compliance documentation.

• Ensure contractors comply with applicable safety requirements and approved work procedures when conducting maintenance or repair works.

• Escalate safety hazards, incidents, security concerns and potential regulatory non-compliance promptly to the COO and relevant parties.

3. Vendor & Building Management Coordination

• Coordinate and monitor external service providers, including cleaning, maintenance, pest control, security, waste disposal and other facilities-related services.

• Obtain quotations, compare proposals and recommend cost-effective solutions in accordance with the institution's procurement and approval procedures.

• Monitor service quality, work completion, contractor performance and adherence to agreed service standards.

• Liaise with the landlord, building managing agent and contractors on maintenance schedules, service disruptions, repairs and access arrangements.

• Verify completed works and supporting documentation before recommending invoices for payment.

4. Space, Equipment & Asset Management

• Ensure classrooms, training rooms and offices are appropriately arranged, equipped and ready for scheduled classes, examinations, meetings and institutional activities.

• Maintain an inventory of furniture, fixtures, equipment, keys, access cards and other facilities-related assets.

• Coordinate furniture installation, minor renovation, relocation and space reconfiguration projects, subject to management approval and building requirements.

• Monitor asset condition and maintenance requirements, recommending repair, replacement or disposal where necessary.

• Support space utilisation and facilities planning in response to changes in student enrolment, programme delivery and staffing requirements.

5. Budget & Administrative Management

• Assist in preparing and monitoring the facilities operating budget, including maintenance, cleaning, utilities, equipment and service contracts.

• Track expenditure, quotations, purchase orders, invoices and contract renewal dates.

• Maintain accurate facilities records, maintenance schedules, vendor details and service documentation.

• Prepare regular facilities reports highlighting outstanding issues, expenditure, recurring defects, risks and improvement opportunities.

• Recommend practical measures to improve cost efficiency, resource utilisation and service quality.

6. Student & Staff Operational Support

• Coordinate facilities arrangements for student activities, examinations, orientation, events and other institutional programmes.

• Respond promptly to facilities-related feedback and requests from Student Services, Academic teams, staff and students.

• Ensure learning and working environments remain conducive to teaching, learning and daily operations.

• Coordinate urgent facilities issues and minimise disruption to classes and other scheduled activities.

• Undertake other operational and facilities-related duties as assigned by the COO.

Key Requirements

Qualifications & Experience

• Diploma in Facilities Management, Building Services, Engineering, Operations Management or a related discipline; relevant practical experience may be considered.

• Minimum 2–4 years of experience in facilities management, office administration with facilities responsibilities, workplace operations or a related role.

• Experience managing vendors, maintenance activities and facilities in a commercial office, education or service environment is preferred.

• Experience coordinating building management, contractors and minor renovation projects is an advantage.

Technical & Functional Skills

• Practical understanding of office facilities, building maintenance, preventive maintenance and contractor coordination.

• Familiarity with workplace safety, fire safety procedures and facilities-related compliance requirements.

• Ability to manage quotations, budgets, invoices, asset registers and maintenance records.

• Proficiency in Microsoft Office applications, particularly Excel, Word and Outlook.

• Good organisational, reporting and documentation skills.

Key Competencies

• Hands-on, proactive and service-oriented.

• Strong coordination, problem-solving and follow-through.

• Good communication and stakeholder management skills.

• Able to manage competing priorities and respond effectively to urgent issues.

• Cost-conscious, detail-oriented and accountable.

• Able to work independently while exercising sound judgement on matters requiring escalation.