Facilities Manager

Job Responsibilities :

• Fully responsible for the day to day operation of the Building
• Supervise and coordinate all maintenance and administrative staff assigned to the Estate
• Carry out all maintenance functions to the highest standard expected for the client and the subsidiary proprietors.
• Effective management of the recreation facilities, common areas including all M&E plants, fixtures and fittings.
• Effective Maintenance Fund collection.
• Effective preventive maintenance programs to avoid large expensive repairs.
• Competitive tendering to ensure purchases and service contracts are on competitive terms.
• Filing of insurance claims for any damages to common property.
• Controlling expenses.
• Recommending a sound budget for each year to determine the amounts to be collected for the Maintenance Fund and Sinking Fund.
• Ensuring compliance with warranties, guaranties and defect liabilities.
• Ensuring high level of security, cleanliness and housekeeping.
• Covenant enforcement:

1. Ensuring proper co-ordination/management of renovation works.
2. Effective management of surplus funds through’ fixed deposits.
3. Ensuring all insurance policies are renewed on time.
4. Ensuring all correspondence, statutory notifications and enquiries are promptly handled.
5. Ensuring effective control over all licensed contractors appointed to service the estate.
6. Keeping proper records of and attending all complaints, queries and suggestions made by the subsidiary proprietors/residents and to establish and maintain good relationship at all times.

• Leads a team of personnel of providing maintenance, finance, security and fire safety.
• Plan, implement, co-ordinate and control the various functions related to the above management aspects.
• Co-ordinate council meetings and general meetings.
• Prepare Minutes of Council Meetings.
• Ensure that members of the staff do not conduct himself or herself in a way which might bring the Management Corporation into disrepute.
• Ensure that no member of staff take personal advantage of privileged information obtained in the course of business.
• Ensure all contract works/ routine servicing are carried out accordingly as specified in their contracts agreement.
• Ensure that all orders and instructions issued by the Council either verbally or in writing are carried out promptly and efficiently.
• Plan and carry out preventive building maintenance works for common facilities and properties.
• Ensure all tenants’ complaints are attended to promptly and efficiently.
• Place orders for building maintenance materials and to keep track of its issuance as and when required.
• In an emergency situation which occurs after office hours, ensure all concerned parties are contacted and recalled to attend and rectify / reset the fault quickly.
• Plan duty roster, affecting replacement and covering of duties for all site staff.
• Day to day supervision of the site management staff.
• Oversee the security of the building and keep tenants informed of the emergency procedure.
• On site co-ordination of all plant and equipment maintenance by contractors.
• Maintenance of cleaning standards.
• Oversees the administration maintenance contracts.
• Ensures all purchase / works orders issued are in order and within the budget allocated.
• Guide and supervise the property officer in the carrying out of all his duties.
• Prepare all tender documents, agreements, contracts and other legal documents.
• Review of property for insurance purpose and recommend sum insured for the various policies.
• Review all contracts, agreements and insurance 2 months before their expiry and recommend renewal or call for quotation/ tender.
• Attend council Meetings and Annual General Meetings.
• Advise Council if expenditure is within the budget approved at General Meetings / Monthly financial accounts / revision monthly statement.
• Recommend appropriate actions to be taken against defaulters with assistance from solicitors.

Job Requirements :

• Min 2 years of supervisory experience
• Physically fit and able to take physical requirement on the daily operation activities
• Good communication and interpersonal skills to solve issues when they arise