Senior/Lead Executive

[What the role is]

We are looking for a dedicated and resourceful Facilities Management Executive to join our Eco-Campus Solutions & Services Department. This role is pivotal in overseeing administrative operations and tenancy management across campus facilities, including residential blocks, food outlets, vending machines and printing services. The successful candidate will ensure smooth day-to-day operations, uphold service standards and good user experience.

[What you will be working on]

Administrative Responsibilities:

• Develop and monitor budget forecasts, ensuring accurate tracking of expenditures and alignment with departmental goals.
• Oversee the processing and verification of payments, including vendor invoices and service claims.
• Manage contract administration and procurement activities, ensuring compliance with procurement policies and timely renewals.
• Administer campus key management, ensuring secure issuance, tracking, and retrieval processes.
• Maintain and update campus space data, ensuring accuracy for planning, reporting, and operational use.

Tenancy Management – Apartment Blocks:

• Manage tenancy operations for three apartment blocks, including rental rate reviews, preparation of tenancy agreements, and occupancy planning.
• Supervise the appointed IFM service provider for tenant check-in/out, repair coordination, and inventory accountability.
• Oversee refurbishment and building works, ensuring timely execution and quality standards.
• Strategize to meet occupancy rate targets, leveraging data insights and stakeholder engagement.
• Coordinate repairs and maintenance with internal teams and external service providers.
• Supervise contractors to ensure timely completion of work and adherence to contract obligations.
• Conduct regular audits of facilities to identify repair needs, ensure compliance with regulatory standards, and recommend improvements.

Tenancy Management – Food Outlets, Printing Services & Vending Machines:

• Manage contract renewals and tenancy agreements for food stalls, printing services, and vending machines.
• Review food and beverage pricing, ensuring affordability and value.
• Collaborate with operators to introduce a diverse and appealing food selection for campus users.
• Oversee renovation works at food stalls and printing outlets, ensuring minimal disruption and compliance with safety standards.
• Coordinate repairs and maintenance and supervise service providers to ensure service standards are met.
• Conduct facility audits to assess infrastructure conditions and ensure regulatory compliance.

[What we are looking for]

• Relevant experience in Facilities Management, Administrative Operations, and/or Tenancy Management.
• 2-5 years of relevant working experience
• Meticulous attention to detail and a structured approach to problem-solving and documentation.
• Strong interpersonal skills and ability to work collaboratively across teams.
• Excellent communication and writing skills for stakeholder engagement and documentation.
• Proven experience in project management, including planning, execution, and vendor coordination.
• Proactive mindset with the ability to work independently in a fast-paced and dynamic environment.
• Strong computer literacy, including proficiency in Microsoft Office, Excel and FM systems.
• Experience in data analysis and reporting will be an added advantage.
• Experience in visualization and workflow tools will be an added advantage.

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