Executive, Operations

**This position is for Phoenix Commercial Pte Ltd**, a company under Kuok (Singapore) Ltd.**

**Tasks & Responsibilities**
- Provide technical guidance and leadership to the team to ensure efficient running of daily mall operations in Building and M&E maintenance works, security and fire protection system, cleaning, landscape, pest control, security services, carpark management and operation, etc.
- Work closely with the Operations Manager/Executives/Officers to liaise and coordinate with Tenants in the handling and management of Tenancy works - including the submission and review of Tenancy Designs and as-built drawings in accordance to government regulatory requirements, handover and takeover of units, briefing to Tenants/contractors, collect insurance certificates, deposits, service reports and other other fees/document in relation to the fit-out/reinstatement works, facilitate permanent electricity account opening, supervision and management of contractors' work, resolve technical issues and Tenants' requests, etc.
- Plan and implement building maintenance programmes such as effective execution of preventive and corrective regime, inspection schedules and programmes relation to the retail mall.
- Oversee the efficient performance of equipment and systems, work safety procedures, health and risk assessment, and other backend facilities.
- Prepare cost estimates, work specifications, invitation for quotations, purchase orders, tender and term contracts specifications in the course of duties to maintain and manage the property.
- Monitor maintenance budget, collate, and process invoices/claims with accuracy and ensure payments are made promptly to service providers and contractors.
- Supervise all contracted works, evaluate, enforce, and administer service contract terms and conditions or agreements made under these contracts against defaulting contractors, when required.
- Conduct daily building and M&E inspections of the building and equipment to identify malfunction. Recommend rectification works and follow-up on remedial actions promptly.
- Monitor expiry of contracts, licenses, certificates, warranties, and any form of documentation, and to ensure all documentation are renewed before expiry.
- Handle term contracts renewal and render support on arrears management by contacting Tenants for payment and Notice of Re-entry. To work well with other departments and outsourced legal advisers.
- Manage, requisite and maintain asset, equipment, parts, and supplies inventory list.
- Assist in the dealings and correspondences with Tenants promptly to their inquiries, feedback, and complaints, and follow up on encroachment issues and unit's operating hours.
- Assist in preparation of annual budgets for operation and capital expenses, various reports, forecasts, meeting materials, minutes of meeting, and correspondences timely and accurately relating to the administration of the mall.
- Explore and review new initiatives and technologies to drive operational efficiency and ESG efforts for the organization.
- Co-develop and implement Emergency Response Plan, fire safety audit, security surveillance systems and carpark facilities maintenance plan to achieve high standards of safety and security.
- Constantly check the entire building to ensure proper functioning of all fire systems, fire escape routes and emergency equipment. Prompt removal of fire hazards, and fire doors/lobbies are kept obstruction-free access.
- Ensure proper recording and control of keys movement and take necessary action on remedial actions promptly.
- Attend all operational issues and emergency situations promptly and rectify with mínimal disruption or inconvenience.
- To handle all insurance claims and liaise with loss adjustors and/or claimants professionally.
- Perform all other duties and tasks as assigned.
- Diploma or Degree in Building/Facilities/Property Management/Engineering (Mechanical/Electrical) or related disciplines.
- Minimum 3 years of relevant experience in Property Management including retail mall and has a sound knowledge of building M&E systems.
- Minimum 1 year of relevant experience handling MCST and/or mixed-development properties and has a sound knowledge of BMSMA Act.
- Team player with good communication and interpersonal skills to liaise with owner/tenants/stakeholders.
- Positive attitude, people-orientated, and able to work independently.
- Possess knowledge on sustainability and green mark and/or experience in green mark renewal for commercial buildings would be advantageous.
- Certified Green Mark Manager/Environmental Control Officer/Water Efficiency Manager/CERT/First Aider would be advantageous.
- Certified Fire Safety Manager