Executive, Operations

Job Accountabilities

1. Building Maintenance

• Assist in coordinating tenant fit-out, handover, and reinstatement works from commencement to completion.
• Monitor site progress and conduct inspections to ensure compliance with approved drawings, landlord fit-out guidelines, quality standards, and safety requirements.
• Coordinate with tenants, consultants, contractors, and internal departments to facilitate smooth project execution.
• Review and track fit-out submissions, approvals, permits, and maintain accurate project documentation and records.
• Support tenant handover, defect inspections, and reinstatement processes to ensure timely project completion.
• Prepare progress reports, update project trackers, and provide administrative support for fit-out activities.
• Ensure contractors comply with Health, Safety & Environment (HSE) requirements, statutory regulations, and landlord policies.
• Assist with operational and building maintenance coordination related to tenant fit-out works, ensuring minimal disruption to daily building operations.
• Prepare and update Individual Layout Plans (ILP) and related fit-out drawings for tenant reference and internal coordination.

1. Invoice and Payment Administrator

• Verifying invoices to ensure payments are made to the correct vendor for the goods and services delivered.
• Ensuring proper documentation and authorisation, verifying the accuracy, account coding, and approvals.
• Following up on vendor invoices and payments with Finance.
• Keeping all records of payment for easy tracking and reference in the shared folder.
• Monitoring and updating the payment listing.

1. Contract Administrator

• Reviewing and updating existing contract details and information in the Master List of Agreements.
• Ensuring timely contract renewal (initiating the renewal process 3 months before the contract expires).
• Sending notification and email reminders to the team when a contract is up for renewal.
• Preparing and disseminating information to appropriate employees regarding contract status.
• Maintaining detailed and organised files in an electronic repository for easy tracking.

1. AOP Administrator

• Responsible to assist in preparing, overseeing, monitoring, and assessing the flow of expenditure of Operations/Fit-Out units.
• Part of the team to prepare the AOP (Annual Operating Plan) for retail OPEX & CAPEX for the next financial year.
• Verify monthly variance reports (OPEX section) that generated by Finance Dept. and report the findings / discrepancy (if any)
• Input the findings to Monthly AOP Performance Report - Retail

1. Office Administrator

• Provide administrative support to the Management and department, as well as projects under Retail Dept’s portfolio when needed.
• Prepare and submit insurance claims documents.
• Prepare documents for proxies to attend Annual General Meetings (AGMs).
• Review and check documents before submitting for signatures and approvals.
• Answer phone calls and respond to customers’ requests and enquiries.
• Arrange meetings and appointments.
• Prepare and disseminate correspondence (memos, notices, letters).
• Support and facilitate the completion of relevant reports required by Management
• Maintain department filing system.
• Keep track of inventory and order supplies (printing & stationery and sundry)

1. Service Providers

• Assist to monitor/track the contractors’/service providers’ performance by ensuring monthly service reports are submitted promptly with complete supporting documents before submitting to the Management for review.
• Assist to conduct meeting with service providers whenever necessary.
• Assist to prepare any official documents such as management papers, letters, and minutes of meetings.

1. Tenant Management

• Assist Operations/Maintenance team to attend to tenants’ or customers’ complaints.
• Handle walk-in customer enquiries in the absence of the Operations team members – Contractor Work Permit, Shop Closure, Change in Air-conditioning Operation Hours, etc. Follow up on the progress in handling tenants’ or customers’ enquiries/complaints and updating the relevant parties accordingly.
• Ensure all complaints/issues are solved and closed properly.
• Assist to maintain good rapport/relationship with tenants/customers.
• Assist in the preparation of memos and notices to tenants (whenever necessary).

Qualifications

1. Formal Education

• Diploma or Bachelor's Degree in Building Maintenance, Building Services Engineering, Facilities Management, Property Management, Architecture, Interior Design, Building Surveying, Construction Management, Civil Engineering, Mechanical & Electrical (M&E) Engineering, or other related disciplines.

1. Work Experience

• Total Work Experience: 1 to 3 years.
• Total Relevant Experience: At least 3 years of experience in Operations and Administrative work.

1. Skills / Knowledge / Qualifications

• Proficient in AutoCAD for preparing and updating Individual Layout Plans (ILP), fit-out drawings, and as-built drawings.
• Proficient in Adobe Creative Cloud (e.g., Adobe Photoshop, Illustrator, and Acrobat Pro) for preparing presentations, layout drawings, image editing, and project documentation.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Knowledge of PDF editing and markup using Adobe Acrobat Pro.
• Familiarity with construction drawings, building services (M&E), and fit-out documentation is an advantage.