Facilities & Finance Executive

Facilities & Finance Executive

Work Dynamic - Integrated Facilities Management

What this job involves:

Providing Excellent Client Service

You will ensure client satisfaction and successful implementation of services based on the agreed contract scope and service level. To do so, you will provide comprehensive and best-in-class management services to run day-to-day operations and services of our client’s facilities. You will manage and maintain consistent high-quality service levels in line with SLA’s and KPI’s, with a focus on driving continuous improvement in our client’s workplace.

You will assist the Facilities Manager in achieving the account’s targets and work with the other team members to meet all key performance indicators as agreed with the client. You will be the on-site key point of contact for the key stakeholders or client, and be involved in a wide range of activities and responsibilities.

Position’s Goal

• To provide operational and administrative support to the Facility Management team assigned.
• Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practise.
• Administer Standard Operating Procedure for all Hard and Soft service areas working with the site Assistant Manager to provide timely reports to the Facility Management.

Facilities Operation & Vendors Management

• Responsible for the management of hard and soft service vendors to ensure the timely delivery of best in class services and within budget.
• Ensure all contracts are professionally delivered in line with the agreed service level and requirements.
• Continually assess contracts to optimise, reduce cost and to ensure best value delivered to the client
• Work with greater team to establish operating procedures and ensure yearly updates of agreed SOP.
• Proactively monitor to ensure all building procedures and performance measures are maintained at all times
• Implement improvement programs and proactively conduct inspection of premises to ensure service standards are maintained at all time
• Main contact person for building landlord
• Work closely with different business units and point of contact for work order or event requirements, and to ensure all request successfully completed as per agreed timeline.
• 24/7 emergency call support and site attendance if required.
• Provide monthly facility report and other business reports per requirement and when requested.

Project Support & Management

• Involve and work with different stakeholders and contractors for building project & improvement works as required.
• Arrange, coordinate and attend project meetings as required, including the follow up of assigned works till closure.
• Arrange vendor and contractor site walkabout for project or improvement work quotations as required

Safety and Compliance Management

• Ensure compliance with statutory regulations on fire, health and safety standards.
• Implement and manage safety procedures to ensure the provision of a safe working environment
• Assist in the implementation and management of a property risk management program
• Coordinate, arrange and carry out Building Shut down, Fire Certification Renewal, Fire Drills, Table Tops Exercise and other regulatory compliance requirement exercise as needs.
• Support the implementation and monitoring of disaster recovering and business continuity plans
• Follow established escalation procedures and incident reporting procedures

Contract & Financial Management

• Finance Tracking and billing for the account
• Vendor cost tracking and management
• Ensure vendor contracts always enforced and up to date at all times
• Tracking of Facility Operating Expenses
• Maintain and track of CAPEX and OPEX for building and continuous upkeep of up to date report.
• Monitor financial processes to ensure account payable procedures are followed at all times.
• Maintain, renew and track of vendor contracts to ensure timely renewal with no lapses or contractual risk.
• Client billing / invoicing and follow up payments by clients
• Monitoring of all housekeeping / pantry / stationery consumables and ensure reordering
• Maintenance of Billing Tracker
• Submit monthly expense and revenue accrual.

Customer, Client / Stakeholder management

• Deliver excellent customer service to meet on-site client and stakeholder’s expectations
• Build and develop effective relationships with key stakeholders & clients, and be comfortable working across all levels
• Monitor procedures to ensure client’s expectations are conveyed and worked upon

Sound like you? To apply you need to be:

Team player with Strong knowledge of property operations

Playing a key role, the ideal candidate holds a Degree / Diploma in Building or Facilities Management, and at least three years of experience in facilities management.

You must be a team player who demonstrates good working knowledge in technical and non-technical services, event management, Organisational skills to coordinate schedules, events, carry out routine services and occupational safety inspections’, as well as aptitude in client-centric operations.