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.
