Senior Executive, Estate/Facilities

Overview To assist the Estate Manager in overseeing the following: Safety and maintenance of designated properties and ensuring compliance with all applicable regulations. Recommending and coordinating improvements to the property as needed to ensure a safe, functional, and appealing space. To take charge and lead the in-house maintenance team in all daily facilities maintenance issues. Supervise and manage contractors in fulfilling their contractual obligation and ensure smooth operation of the buildings. Attend to feedback by tenants/clients, to recommend and take remedial actions in a timely manner. Promote good relations with our staff, contractors, and management. The incumbent shall be in-charge with recordkeeping and paperwork requirements for MSF audit purposes and other internal audits and to conduct defects management procedures (from lodgment via Freshdesk System, designated staff to conduct the repair work, liaison with contractors, and completion of defect rectification works). To provide his assistance to the Estate Manager on renovation and other special projects including tender process, project management, contractor management, and liaison with relevant stakeholders when necessary. Any other ad-hoc assignments assigned by the Management. KEY RESPONSIBILITIES AND ACCOUNTABILITIES General clerical and administrative work in compliance with audit requirements (where relevant) e.g. Letter typing, drafting of proposals and quotations, documentation, and filing. Provide administration and operational support for Project Management, rectification works etc. e.g. Preparation of Tender and Contract Documents, conducting site inspections, attending site meetings etc. Oversee building inspections (e.g.: Water Tank Inspection, windows, and doors, etc.) and maintenance of security systems, fire protection, other safety systems, and other term contractors. Provide direct assistance to the Estate Manager during meetings (e.g., attending meetings for project discussions, legal proceedings, drafting of minutes of meetings when necessary). Report writing – assist in drafting descriptions, findings, conclusions, recommendations, cost estimates and opinions, etc. Participate in surveys and liaise with various government agencies. Preparation of various reports (e.g., Quarterly Report for MSF Review Committee, Estate Building Committee, GM under Estate & others). To monitor the distribution, safekeeping, recording, and updating all issuance of keys. Monitor building maintenance budgets and report to Estate Manager of expenditures. Oversee the performance of term contractors and inspection of completed jobs. Liaising with suppliers and contractors for repair, maintenance, servicing, and other estate related items. Attend to complaints, feedback, issues & requests from building tenants/occupants and provide relevant follow-up. Familiarity with Freshdesk system will be advantageous. Assist with emergency response and evacuations and be involved with any table-top exercises (TTX). To supervise cleaning personnel to ensure proper cleaning, disinfection, and upkeep through bi-annual cleaning audit checks with the cleaners and supervisor. To prepare ECC cleaning & disinfection checklist and other documents to be submitted to NEA every 10 days (work with IT on availability of other resources for tracking). To conduct PowerPoint presentations regarding estate job scope such as induction of new staff and ECC Cleaning Regime, etc. To be part of two committees: Fire Safety & PDPA and to attend EMT when invited by the Executive Director. To draft Standard Operating Procedures (SOPs), Memorandum of Understanding (MOU), and Facility Sharing Agreement (FSA) for various facility management requirements with other agencies (e.g., Assumption Pathway School, Montfort Care, Montfort Centre). To renew, manage, and upload all Term Contracts, SOPs, Funding Agreements, SOPs, and MOU to Document Management System (DMS). To upload and post all the necessary notifications and FAQs via Boys’ Town Intranet System. To conduct proper Price-Quality Matrix (PQM) and Quotation Comparison assessment for all Term Contract and tender process for Consultants or Contractors during Renovation works. To raise all the necessary claims,