Facilities Manager

Job Description

JOB PURPOSE
Organize and coordinate all construction, remodelling, defect rectification, and other associated capital improvement projects for The Boardwalk Commercial Complex and other designated locations in coordination with the Head of Facilities and Building Management, hard-services, and soft-services on-site. Manage and monitor the work of all designated service providers in the areas of M&E and a/c maintenance, housekeeping, garbage disposal, pest control, landscaping, and parking.

KEY RESULT AREAS / RESPONSIBILITIES
1. Facility Management:
– Act as a source of information with respect to facilities services and provide advice to Management on changes that could have operational impact.
– Lead and/or attend selected departmental / sectional operations meeting to address all facilities-related issues.
– Monitor daily work orders, service requests, and complaints handling to ensure all logged cases handled by service providers are attended to swiftly and efficiently. Review close-out reports and audit delivery methods and processes for continuous improvements.
– Investigate building and facilities related defects, including breakage, leakage, and any other damages and co-ordinate with various internal and external parties to ensure quick resolution to problem with minimum interference to operations. Prepare insurance claim notifications (if applicable).
– Coordinate capital improvement and tenant fit-out projects to ensure all prerequisites are met before commencement of work, and all house rules are fully adhered to during the entire course of the project
– Monitor and track each job, ensuring that work order is properly raised, inspection and close-outs documented.
– Attend all project review and technical meetings for the purpose of discussing job progress and resolving problem areas.
– Investigate on complaints lodged by end users and continue to monitor until full resolution of issues.
– Prepare Standard Operating Procedures, work instructions, guidelines, and form templates for newly set-up sections within the department. Ensure existing SOPs are prepared in accordance with quality guidelines.
– Monitor service providers work daily and conduct Vendor Quality Assessment. Review and make recommendations on the renewal of all other facilities-related contracts.
– Make purchase recommendations and identify cost effective purchasing alternatives. Review vendor price quotes and statements of work. Interview and select new vendors.
– Review and process all facilities purchase requisitions for goods and services and prepare accompanying justification.
– Analyze parking demands and identify suitable congestion management strategies for further improvements and implementation.
– Ensure dock facility is managed properly so that there is no interruption to docking schedules. Monitor support level given by dock crews to tenants and contractors on them merchandize / material movements in and out of the site.
– Work with Safety Officer to ensure site is fully compliance with authorities rules and regulations, including but not limited to coordination of emergency drills, awareness campaigns, and preparedness trainings.

2.Liaison with Tenants (Internal/External)
– Liaise regularly with Tenants on all building-related matters, in particular issues that affect their operations.
– Attend to and resolve tenants complaints quickly, to reduce impacts to their operations.
– Provide technical support in building-related matters to the tenants when required to do so.
– Liaise regularly with tenants FM teams to ensure that the building and its systems are operated efficiently and are well maintained.
– Check the performance of the FM Contractor in their contractual and SLA commitments.
– Conduct assessments of the preventative maintenance carried out by the FM Contractor and feedback to Tenants.

3. Asset Monitoring
– Monitor the health of the buildings/properties owned or operated by TEG/Maxwell Assets.
– Carry out regular inspections on cleanliness, plant & equipment operations, etc. to ensure efficient operations.
– Conduct regular assessments on the building and plant & equipment to establish repairs and improvements required.
– Liaise with regulatory bodies where necessary for licensing, permits and statutory compliances.
– Ensure compliances of building by-laws and regulatory requirements.

4. Project Management
– Manage projects related to buildings upgrading, repairs and improvements.
– Plan & execute upgrading, repairs and improvement works.
– Liaise with Central Purchasing Department (for procurement).
– Oversee consultants and contractors work.
– Prepare written requests for internal approvals.
– Report regularly on progress of work.
– Verify that work done is acceptable.

5. Planning & Budgeting
– Plan annual building improvements/upgrading, and repair works and work out or obtain costs estimates for these.
– Submit plans for the improvements and upgrading works to management for approval.
– Prepare annual budgets for the maintenance, upkeep, repairs, improvements and upgrading of the buildings.
– Report on expenditure against budget, so that ad hoc call for funds is reduced.

6. Record-keeping
– Maintain records of buildings, including statutory approvals, as-built drawings andO & M manuals for all TEG/Maxwell Assets properties.
– Maintain records of all building assessments carried out.
– Maintain records of upgrading, repairs and improvements carried out, including costs and time.

7. OSH Management
– To oversee, streamline and simplify EHS programs and processes for tenants and business units as well as identify gaps in existing mechanism.
– To assist and advice EHS improvement projects within the site.
– To assist and partnering with Group Safety define strategies, create actions and implements programs to mitigate incident and injury free operations and meeting the regulatory compliance.
– Guide Safety Officer to develop and administers all building activities related to compliance with the OSHA Management standard(s).
– Oversees the emergency response plan and execution of contact for informationmanagement, communication level, resource management and response coordination for site.
– To follow up with Safety Officer on constantly changing laws and regulations and provides guidance to the building interpreting of the requirements and develops programs to meet the regulations.
– To oversee Safety Officer on building relationships with local and state authorities to maintain and create smooth platform.
– Oversees on developing and implementing electronic document management systems for all Health Environment and Safety process and procedures.
– Oversees risk management at the facility and loss control audits.

JOB SPECIFICATION
MINIMUM ACADEMIC/PROFESSIONAL QUALIFICATION
Minimum qualification requirement bachelor’s degree in Mechanical / Electrical Engineering or equivalent.

RELATED EXPERIENCE
Minimum 5-8 years overall facilities management experience, with at least 5 years managing complex or commercial buildings preferred.

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)
– Competency mechanical and electrical technical skills and knowledge is a requisite.
– Be experienced in building maintenance and facilities management scope of work.
– Experience in working with technical contractors and vendor.
– Candidates must competent and be able to actively participate hands on in all aspects of facility operations.
– Have good communication skills and be able to deal with various end users, tenants, and stakeholders.
– Competent problem-solving skills.
– Pro-active and results oriented
– Good interpersonal skills with strong analytical and trouble-shooting capabilities.
– Able to work independently with minimum supervision.
– Have the knowledge in Facilities Management.
– Good command in both spoken and written English and Bahasa Malaysia.
– Proficient in Microsoft Office.
– Ability work independently and as a team.
– Possess good interpersonal skills, ability to interact with all levels
– Good attention to detail.
– Ability to work on own initiatives and to operate under tight schedules and deadlines.
– Competency in FM costs management will be an added advantage.