Assistant Manager, Facilities Maintenance and Leasing

The Assistant Manager, Facilities Management and Leasing, is responsible for managing both the operational and leasing aspects of the company's property portfolio, which includes office building and retail outlets. This role ensures properties are well-maintained, operationally efficient, and aligned with the company's strategic leasing and business goals. The Assistant Manager will support the reporting manager in enabling the optimization of the office building and retail outlets' full business potential and safety compliances through the formulation and implementation of effective property and leasing strategies.

Key Responsibilities

Leasing and Portfolio Management

• Support in all aspects of retail leasing and property portfolio in alignment with business objectives and strategic direction.
• Conduct market research and benchmarking to monitor retail trends, competitor activity, and property performance.
• Assist in preparation of detailed financial analyses and store appraisals to support leasing proposals for new stores, relocations, and renewals.
• Support in lease negotiations and ensure adherence to company policies, approval processes, and tender requirements.
• Track and report on leasing performance and contract timelines to management.

Facilities Management for Office and Stores (Maintenance, Development & Renovation Projects)

• Oversee renovation and development projects for new and existing stores to ensure timely and cost-effective delivery.
• Monitor progress and provide regular project updates to management.
• Ensure all store and property-related works comply with company processes, budget guidelines, and safety standards.
• Conduct post-project reviews to assess project outcomes and identify areas for improvement.
• Coordinate and oversee day-to-day operations and services in the following areas:

1. Security, cleaning, pest control, landscape, air-conditioning, refuse disposal, and M&E systems.
2. Lift, roller shutter, fire protection, alarm and monitoring systems, and access control.
3. Plumbing, electrical works, and general building maintenance.

• Manage preventive maintenance schedules and ad-hoc repair works across multiple services and vendors.
• If need be, arrange for Permit to Work (PTW) or other relevant forms/ applications for the necessary maintenance and repair works.
• Maintain master key access control and oversee utilities and ESG reporting.

Vendor & Contract Management

• Support in the sourcing, evaluation, and management of external service providers.
• Administer contract renewals, reviews, and vendor performance across a wide range of services (e.g., LEW, FSM, SCDF, cleaning, landscaping, pest control, etc.).
• Ensure vendor compliance with service level agreements and statutory regulations.

Regulatory Compliance & Fire Safety

• Liaise with LEW, FSM, and other regulatory bodies (SCDF, BCA, EMA, PUB) to ensure compliance with licensing, inspections, and certifications.
• Coordinate fire drills, emergency response training, and table-top exercises in line with Fire Safety Act requirements.

Tenant and Stakeholder Engagement

• Address tenant and staff feedback and operational issues promptly to maintain tenant satisfaction.
• Communicate and coordinate with tenants and stakeholders on building maintenance, renovations, and leasing matters.
• Attract prospective tenants by showcasing property features, location benefits, and available space.

Administrative & Strategic Support

• Assist in preparing the Annual Operating Plan (AOP) and quarterly forecasts related to property operations.
• Monitor and track utilities, water usage, and ESG-related data to support sustainability initiatives.
• Maintain proper filing system and documentation.
• Create and update databases and records for all leases including billings and invoices related to facilities and leasing.

Others

• Support ad-hoc projects, new initiatives, and duties assigned by the reporting manager

Requirements

Education

• Diploma / Degree in Real Estate, Facilities Management, Building Services or related field. Those with GCE "O" or "A" levels with relevant certifications and have more than 6 years of relevant experience may also be considered.

SKILLS, KNOWLEDGE AND EXPERTISE

• At least 3 years of experience in a combined facilities and leasing/property management role.
• Strong negotiation, analytical, and project management skills.
• Excellent knowledge of regulatory compliance and fire safety requirements.
• Proficient in Microsoft Office and familiar with property management software/tools.
• Strong interpersonal skills for liaising with tenants, vendors, and internal stakeholders.
• Highly passionate in the Traditional Medicines industry.

BEHAVIOURAL COMPETENCIES

• Proactive with the ability to work independently.
• Dynamic individual who enjoys challenges.
• Able to strive in a fast paced, results-oriented environment.
• Good organizational skills.
• Communication and interpersonal skills combined with self-assurance and confidence.
• Open to direction, embracing a collaborative working style.
• Ability to look at situations from several points of view.
• Persuasive with details and facts.
• A team player who is hardworking and able to multi-task.