M
Executive, Facility Management
Posted on 01 Oct 2021 6 days left for application

Job Purpose

This role is responsible to ensure effective Monitoring, Supervising, Administering, and Executing the overall building facilities and security services in all MDEC offices, and assist in establishing best operational practices for work efficiency and eliminate wastage for ultimate cost savings

This role will work closely with the Manager and Peer in all aspects of Environmental, Safety & Health to ensure procedures and policies are adhered with, in order to maintain a conducive working environment in all MDEC offices.


Duties & Responsibilities

1. Supervise, Plan and Execute all daily operations of all in-house outsourced services companies

  • Monitor daily activities of all outsourced facility/building servicing vendors in delivering work within the agreed terms and SLA stated in the contract agreement and adhere to SOPs and policies.
  • Together with Manager and Peer to develop and execute action plans and monitoring procedures on vendors’ daily, weekly and monthly deliverables to ensure that the service rendered is at the expected level
  • Together with Manager to develop and execute timelines on escalation process for various type of issues for problem solving and decision making
  • Perform end-to-end procurement process for each service which can either be Direct Purchase and/or Tender
  • Monitor and track all documentations and communications for audit purposes and future references.
  • Attend meetings and discussions with internal customers and/or external parties, and provide input and feedback
  • Respond appropriately to emergencies or urgent issues as they arise and dealing with the consequences

2. Monitor and administer all servicing contracts to ensure continuous service and assess facilities management SLA performance which includes (but not limited to):

    • Cleaning services
    • Security Services
    • Landscape Services
    • Hygiene services
    • Lift maintenance services
    • Fire protection services
    • Pest control services
    • CMS link Bomba
    • Chilled water supply services
    • Card Access System
    • Automatic sliding door services
    • Remote file storage management
    • CCTV maintenance

3. Monitor, administer and execute application and renewals of all compliance requirement by the Local Approving Authorities, District Land Office and Regulatory (building and facilities) (but not limited to):

    • JKKP Certificate
    • Suruhanjaya Tenaga
    • Fire Certificate
    • Fire Extinguishers Certificate
    • MPS Assessment Fees
    • Quit Rent Fees
    • Electrical Calibration
  • Develop and implement monitoring plans to ensure that all requirements are met prior to Local Authority inspections
  • Plan and perform regular checks and carry out programs to prepare for all Statutory Audits
  • Report back to colleague for documentation and procurement process
  • This include any other environmental, safety and health requirements

4. Supervise and provide advice and guidance on general administration functions to the team members

  • Work closely with team members and peer to understand their individual role and to assist whenever and wherever possible
  • Work effectively with team members to establish best practice and harmonious working environment i.e. help to circulate necessary information and managing staff welfare
  • Provide coaching and performance feedback to direst reports, to ensure that the assigned KPIs are met

5. Supports HoD/HoU on related work as assigned

  • Support and work closely with HoD/HoU and Admin Unit
  • Performs other related work assigned

Qualifications

  • Bachelor’s Degree/Professional Degree or Diploma in Engineering (Electrical/Mechanical/Civil), or in Property or Building or Facilities Management or equivalent - Experience in facilities management , managing office administration, knowledge in procurement procedures, knowledge in building management and handling of staff
  • Minimum Experience 5 years

Competency Required

Soft Skills

  • Analytical Mind
  • Negotiation Skills
  • Sound work ethics, Integrity and Accountability
  • Values/Organizational Commitment
  • Organizing Skills/Self starter
  • Excellent Interpersonal Skills
  • Team player and receptive to change

Technical/Functional Skills

  • MS Office Suite
  • Knowledge in auto CAD is an advantage
  • Property Management
  • Facility Management & Maintenance Practices
  • Vendor Management Negotiation Skills
  • Decision Making Skills
  • Problem Solving Skills
  • Organizing Skills
  • General Administration


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