Job Purpose

The Building Executive assists the Building Manager in the day-to-day operation, maintenance, administration, and statutory compliance of the building. The role ensures the building is operated efficiently, maintained in a safe and professional condition, and delivers quality services to tenants and clients.

Key Duties & Responsibilities

Building Operations
Report directly to the Building Manager.
Assist in the day-to-day operation, maintenance, and administration of the building.
Act as the second person-in-charge during the absence of the Building Manager.
Coordinate and respond to operational, emergency, critical, and ad hoc matters.
Conduct routine inspections to ensure the building, common areas, and facilities are maintained in a safe and satisfactory condition.
Maintenance & Technical Services
Monitor contractors to ensure works are carried out safely, efficiently, and in accordance with approved specifications and contractual requirements.
Monitor the performance and condition of building services, plant rooms, and M&E systems, and report any defects requiring corrective action.
Maintain accurate maintenance records and equipment history for all major building systems.
Contractor & Procurement Administration
Obtain quotations and prepare Quotations Requests (QR), Purchase Orders (PO), Internal Office Memorandums (IOM), and other related documentation.
Administer service and maintenance contracts, ensuring proper documentation and timely renewal.
Review maintenance contracts at least three (3) months before expiry and coordinate contract renewal or tender exercises where required.
Follow up with contractors on quotations, work progress, delivery orders, invoices, and completion of works.
Utilities & Financial Administration
Monitor daily electricity and water consumption and report any abnormal usage.
Ensure timely processing and follow-up of utility payments.
Prepare and process tenant billings, including utilities, water charges, additional air-conditioning charges, and other applicable service charges.
Process invoices, payment documentation, and progressive payment claims, ensuring all supporting documents are complete and verified.
Tenant & Customer Service
Respond promptly and professionally to tenant, client, and stakeholder enquiries, requests, and complaints.
Ensure service requests are tracked and completed within the required timeframe.
Maintain positive tenant relationships and assist in enforcing the Building House Rules.
Safety & Compliance
Support the implementation of emergency response procedures, evacuation plans, and safety drills.
Monitor the performance of security, cleaning, and maintenance service providers.
Ensure compliance with statutory requirements, company policies, and safety regulations.
Monitor the validity and timely renewal of licences, permits, statutory certificates, and other regulatory approvals.
Administration & Reporting
Maintain accurate records of building assets, inventories, maintenance activities, equipment history, technical documentation, and statutory records.
Prepare daily operational updates, weekly reports, and monthly management reports.
Maintain proper filing and documentation for all operational, maintenance, and contractual records.
General Responsibilities
Perform duties with professionalism, integrity, accountability, and teamwork.
Comply with the Building Operations System, Standard Operating Procedures (SOPs), and company policies.
Perform any other duties assigned by the Building Manager or Management from time to time.

Job Requirements

Candidate must possess at least a Professional Certificate, Diploma, Advanced/Higher/Graduate Diploma, Bachelor's Degree, Postgraduate Diploma, or Professional Degree in Building Management, Facilities Management, Property Management, Property Development, Real Estate Management, Business Administration, Engineering, or an equivalent qualification.
Minimum two (2) years of relevant working experience in building, facilities, or property management. Experience in managing commercial office buildings will be an added advantage.
Preferably candidates with experience at Executive in Property, Facilities, or Real Estate Management.
Good knowledge of building operations, preventive maintenance, M&E services, contractor management, and statutory compliance.
Proficient in both written and spoken English and Bahasa Malaysia.
Computer literate with good working knowledge of Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
Strong communication, interpersonal, customer service, and public relations skills.
Self-motivated, responsible, proactive, and able to work independently with minimum supervision, as well as collaboratively in a team environment.
Possess good organisational, planning, and problem-solving skills, with the ability to prioritise multiple tasks effectively.
High level of integrity, professionalism, and accountability.
Possess a valid driving licence and own transportation.
Full-time position.