Property Executive, Facility Management

Reporting to the Manager / Assistant Manager, Facility Management. You will ensure that the properties are maintained at a standard expected from AA REIT’s buildings.

**Responsibilities**:

- Be responsible for the compliance of the following for the properties under your charge:

- Providing good maintenance of all AA-REIT’s properties, equipment and fittings
- All properties meeting with the relevant regulatory requirements and company’s expectation
- Timely submission of reports and in the approved format
- Establishing and maintenance of the Company Emergency Response Team for each property
- Maintaining good relationship with tenants, and timely completion of tenant related matters, such as inspection, handing/taking over, defect management, etc,
- Having regular communication with Tenants to understand their needs and concerns, and providing timely and relevant professional advice
- Maintaining proper documentary records of maintenance carried out for each property
- Maintaining each property in accordance to the preventive maintenance program and quality assurance procedures
- Ensuring prompt submission and proper documentation of all service reports, delivery orders and invoices
- Complying with latest AA-REIT’s Operating Procedures which may be revised from time to time
- Maintaining an auditable and transparent tender and quotation process in accordance to AA-REIT’s requirement, including pre-qualification of vendors and maintaining the Approved Vendor Listing.
- Delivering Asset Enhancement Initiatives (AEI), Repair & Maintenance Projects and Adhoc Works, including liaising with Consultants and Contractors
- Review Consultants’ and Contractors’ performance
- Supervise tenancy fit-outs to ensure compliance with the relevant regulatory requirements and company’s expectation
- Inspecting regularly all properties to ensure the highest standard of house-keeping
- Delivering on time the quarterly building audit report and monthly property report for each Property
- Plan and drive green initiatives
- Ensure prompt renewal of all maintenance contracts and renewal of all statutory licenses such as Fire Certificate, EMA licenses, Lift, Water Tank Cleaning & Legionella Test for Cooling Tower, 5 Yearly Building and Structural Inspection, Outdoor Signage Renewal, etc
- Review and Issue Approval of Permit to Work for all Works
- Delivering on time the ROA for term contracts, ad hoc contracts and Asset Enhancement Initiatives (AEI)
- Review, negotiate and make recommendation for Service Level Agreement with vendors
- Collecting and review of all Service Reports and Delivery Orders
- Report any unsafe situation to Management and get the contractors to stop work
- Ensuring leases and other documentations are fully executed, with details properly recorded
- Providing timely recommendations and assisting with negotiations relating to rental review, lease renewals, etc
- Proper reconciliation of outgoings in accordance to legislative and Company policy
- Be accountable in the control of inflow and outflow of funds, including rentals, outgoings, and other recoverable
- Prepare income and expenditure budgets
- Manage facilities expense budget including service contracts to meet set objectives
- Budgeting for OPEX & CAPEX for new work year
- Ensure readiness for internal, external and MAS audit on all property matters
- Work with stakeholders to identify asset improvement and cost efficient projects
- Other duties which may be required from time to time

**Requirements**:

- Bachelor degree in Mechanical or Electrical Engineering, Building or Facilities or Real Estate Management or equivalent with 1 to 2 years of related hands-on post-graduate experience in Facilities Management; or
- Diploma in Mechanical Engineering or Electrical Engineering, Building or Facilities or Earl Estate Management or equivalent with 4 to 5 years of related hands-on post-graduate experience in Facilities Management
- The following skillsets will be advantageous:

- Experience in managing fit-outs, Asset Enhancement Initiatives (AEI), Repair & Maintenance Projects
- Experience in developing and reviewing specification for M&E systems
- Experience in reviewing rates and costs
- Experience in troubleshooting M&E systems
- Good knowledge of Singapore Standards, Code of Practice in building services and other relevant statutory requirements regarding tenancy work
- Able to respond to emergency during odd hours
- A team player with good interpersonal and communication skills
- Good organizational skills and attention to details
- Ability to multitask and make decisions with mínimal guidance
- Good knowledge of Microsoft Office