Building/ Facilities Management Executive

Responsibilities:

• Perform routine inspections of the building and workplace together with the Building & Facilities Lead, document any defects, and follow up until they are fully resolved.
• Manage and maintain the preventive maintenance and inspection schedules for building systems, facilities equipment, and common areas.
• Coordinate planned maintenance activities, repairs, breakdown rectification, and minor facilities enhancement projects.
• Handle facilities helpdesk requests by logging issues, engaging the appropriate vendors or technicians, and monitoring progress through to completion.
• Coordinate and accompany contractors and vendors during site visits and ensure all agreed works are completed satisfactorily.
• Manage and maintain contractor documentation, including quotations, risk assessments, permits, purchase orders, job sheets, and service reports.
• Obtain quotations and prepare price comparisons for facilities, office, and PPE-related purchases.
• Raise purchase requisitions and purchase orders in accordance with the Company's approval procedures.
• Liaise with vendors regarding quotations, delivery timelines, pending works, and required supporting documentation.
• Check invoices against approved quotations, purchase orders, delivery orders, or service reports before submitting them for approval.
• Maintain an up-to-date facilities vendor and contract database, including contract values, expiry dates, renewal terms, and vendor contact details.
• Maintain accurate records of PPE stock, issuance, and employee acknowledgments for safety shoes, helmets, gloves, uniforms, life vests, and other approved safety equipment.
• Process authorized PPE requests and coordinate the collection of PPE by employees.
• Conduct periodic inventory checks, monitor minimum stock levels, and arrange replenishment when required.
• Maintain a detailed life-vest register, including serial numbers and assigned engineers.
• Monitor life-vest inspection and servicing due dates and arrange servicing one to two months before expiry.
• Coordinate WSH Committee meetings, including scheduling, room arrangements, invitations, and distribution of relevant documents.
• Maintain approved WSH meeting minutes and update the corresponding action-item tracker.
• Assist with monthly KPI data collection and ensure controlled documents are properly filed according to the reporting schedule.
• Maintain customer evaluation records and other assigned ISO-related documentation.
• Gather and organize facilities, WSH, and ISO documentation required for internal and external audits.
• Procure and monitor office, pantry, coffee machine, and other common-use supplies while ensuring expenditure remains within the approved budget.
• Keep the vendor contact database, facilities records, task trackers, and shared-folder documentation up to date.
• Coordinate workplace requirements such as signage, office fixtures, meeting-room equipment, and other general facilities-related arrangements.

Requirements:

• Diploma in Facilities or any related fields.
• Minimum 3 years of working experience in facilities, operational administration including building-maintenance coordination.
• Excellent communication and presentation skills

Interested applicants for the above advertised position(s), please kindly email an updated copy of your resume to: [email protected]

EA License No.: 13C6305

Registration No.: R23117856 CHOE KIN MUN

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