Premise Executive, Facilities Management (M&E Services)

Job Purpose

We are seeking an organized and proactive Premise Executive/Manager to oversee the maintenance and operation of M&E systems within IFM for Marine Parade Community Services Limited. In this role, you will be responsible for preparing reports, managing communication with internal and external stakeholders, and supporting business activities through detailed administrative tasks. You will assist the Biz Development Manager to manage vendors to ensure smooth execution of the project.

Responsibilities

• Oversee the maintenance and repair of buildings, grounds, and equipment.
• Develop a 3 to 5-year Forward Maintenance Plan and deliver it to time and budget.
• Prepare and submit monthly report, maintenance budget, equipment life cycle cost, overhaul plan and ensuring cost-effective operations which meet the development of the premises.
• Identify and execute opportunities for energy efficiency and sustainability initiatives.
• Monitor and check contractors' performance to ensure minimum system downtime and improve contractors' standard of work.
• Handle requests from tenants on request, complaints and rectification works required on premises.
• Coordinate projects/defects rectification works in a state of good and operational conditions and ensure compliance with all relevant legislation, standards and requirements governing the maintenance and management of buildings.
• Ensure that premises meet statutory and regulatory requirements and maintain a proactive approach to storing and recording regulatory documentation (licenses, certifications, inspection and formal reports, accreditations, etc.)
• Monitor and manage A&A work, handling and taking over units, etc.
• Ensure compliance with all workplace safety and health policies.
• Carry out failure and reliability analysis to major or frequent equipment failures and recommend failure prevention measures.
• Establishment of SOPs required for the hub and hub’s operation.
• Co-ordinate, carry out, setting up and attend to major events / activities.
• Co-ordinate and carry out the decoration of the Property to tie in with the festive occasions (if necessary) including National Day celebrations, Chinese New Year, Christmas, Deepavali and Hari Raya etc.
• Plan and control equipment maintenance budget and supervise and monitor work performance of team.
• Issue, prepare, certify and endorse for works duly completed for the client to make payment.
• Monitor vendor’s response to feedback and requests with internal or external parties such as customers, Authorities and from public.
• Record, track and monitor ongoing and outstanding activities regarding maintenance of DDPs.   
• Support the business and operations on related administrative processes and procedures based on company policies. 
• Prepare reports, presentations, and other documentation for meetings and presentations.
• Plan and schedule routine and ad hoc maintenance and cleaning activities with internal and external parties – include contractors, suppliers, and authorities where required. 
• Liaise with external vendors, suppliers, and clients to ensure smooth business operations.
• Organize and maintain physical and electronic files, records, and databases, ensuring accuracy and confidentiality.
• Responsible for ensuring full compliance with fire safety regulations and maintaining all fire safety systems. This includes overseeing the implementation of the building's emergency response plan, conducting regular inspections and fire drills, and ensuring fire safety certification requirements are met.
• Conduct research and provide ops/ administrative support to tasks assigned.
• Night work could be required based on project requirements.

Qualifications & Work Experience

Diploma/Degree in Facilities management or equivalent preferred, and preferably with minimum 5-7 years of relevant experience. 

Skills

• Self-motivated, always striving to improve or meet a standard of excellence.
• Able to communicate effectively and work in and as a team.
• FSM certified with experience in fire safety management and knowledgeable in fire safety codes and regulations
• Confident managing contractors and liaising with customers for reporting and administrative work.
• Proven work experience in maintenance operations, facilities management or similar roles. Good knowledge of Excel (using formulas and creating spreadsheets), Words, Powerpoint and tools related to administration, reporting, and presentation. 
• Good organizational and time-management abilities