Facilities Executive (Property Management), Singapore

The Facilities Executive supports the day-to-day operations of a portfolio of properties by coordinating soft services, supporting hard FM services, supervising technicians operationally, liaising with vendors, handling invoicing, maintaining proper documentation and statutory records and attending to tenants' feedback/requests. For all hard services matters,the Facilities Executive supports and reports to the Facilities Manager, who retains final authority on technical decisions, approvals, and escalations.
Working Location : One-North Coverage : All assigned properties (as required) Key Responsibilities
1. Hard FM Services Support FM in coordinating preventive and corrective maintenance works Monitor site conditions, defects, and breakdowns and report findings to FM Coordinate technicians and contractors for hard FM works as directed by FM Track progress of maintenance works and follow up on outstanding defects Escalate technical issues,risks, and recurring faults to FM Assist in contract renewals / ITQs
2. Technician Coordination Allocate daily tasks to technicians based on FM's instructions Monitor work progress and completion status Review technicians' job sheets and service reports prior to submission to FM Ensure site rules and safety requirements are adhered to
3. Soft Services Management Coordinate soft services including(but not limited to): - Cleaning - Security - Landscaping - Pest control - Waste management Liaise with service providers on schedules, manpower, and service quality Track service performance and highlight issues to FM Support soft services contract renewals and scope clarifications Assist in contract renewals / ITQs
4. Vendor Liaison& Coordination Act as site point-of-contact for assigned vendors and service providers Coordinate site access, schedules, and administrative arrangements Follow up on quotations, service reports, and submissions Support FM in vendor coordination, admin duties etc
5. Invoicing & Cost Administration Verify vendor invoices against approved contracts, quotations, and services rendered Ensure invoices are supported by service reports or completion confirmation Track invoice status and follow up on discrepancies Submit verified invoices for approval Billing and ad-hoc applications
6. Documentation, Filing& Records Control Maintain systematic, accurate, and audit-ready documentation for site operations Standard Filing Categories: a) Hard FM Support Records Maintenance schedules and job sheets Breakdown, defect, and service reports b) Soft Services Records Cleaning, security,landscaping, and pest control reports Service feedback and follow-up actions c) Vendor & Contract Records Contracts, service agreements, and approved quotations Vendor correspondence and service schedules d) Invoices & Financial Records Vendor invoices and supporting documents Payment tracking records e)Filing Discipline Documents to be properly named (Date - Site - System/Vendor - Description) Records to be filed promptly and kept retrievable at all times Documentation to be updated and closed upon FM's acknowledgement.
7. Statutory & Authority Submission Tracking Maintain a master tracking table for all statutory inspections, tests, renewals, and authority submissions Update status regularly and highlight upcoming expiries to FM in advance Support FM in coordination and submission of required documents
8. Any other duties assigned