Job Title: Operations Executive (Facilities Management)
Report To: Facilities Manager
Department: Facilities Management
Location: Kuala Lumpur
Job Type: Full Time
Job Summary:
The
Facilities Executive (Contract & Procurement) is responsible for managing the end-to-end procurement lifecycle, vendor contracts, and tendering processes across the organization's facilities portfolio. This role requires a commercially sharp and operationally adaptive professional who can manage purchasing administrative workflows, lead tender submissions, and quickly adapt to different site-specific standard operating procedures (SOPs) to provide operational coverage whenever required.
Key Responsibilities & Scope of Work
1. Procurement & Purchase Order (PO) Management
- End-to-End Procurement: Source, negotiate, and procure materials, spare parts, equipment, and external engineering services required for facilities upkeep.
- PO Workflow Administration: Raise, process, and track Purchase Orders (POs) and Delivery Orders (DOs) in compliance with company financial policies, ensuring accurate and timely client billing.
- Multi-Site SOP Adaptability: Learn and master the varying PO systems, financial platforms, and procurement SOPs utilized across different managed sites.
- Cross-Site Coverage: Cross-train to actively cover and support procurement duties at alternative sites during staff absences or peak periods, traveling to those locations as necessary.
2. Site Visits & Tender Development
- Pre-Tender Site Visits: Attend mandatory and technical site visits to assess operational requirements, evaluate building conditions, and gather precise specifications for upcoming works.
- Tender Document Preparation: Develop comprehensive tender documents, Request for Proposals (RFPs), and technical/commercial specifications based on site visit findings.
- Proposal Drafting & Approvals: Formulate detailed procurement proposals, costing sheets, and vendor comparison frameworks. Collaborate closely with the Facilities Manager to review, refine, and secure alignment before final release to external parties or clients.
- Submission Management: Lead and coordinate the formal submission of tender packages, ensuring strict adherence to deadlines, compliance guidelines, and submission protocols.
3. Contract Lifecycle & Vendor Management
- Contract Monitoring & Compliance: Maintain a centralized contract registry to monitor the performance, terms, and expiration dates of all hard and soft service contracts (e.g., MEP, cleaning, security, lifts).
- Renewals & Negotiations: Proactively initiate contract renewal processes well ahead of expiration dates. Renegotiate terms, service level agreements (SLAs), and pricing structures to optimize cost efficiency and service quality.
- Vendor Evaluation: Conduct regular performance reviews of active contractors to ensure compliance with building standards, safety codes, and contractual obligations.
Requirements:
- Bachelor's Degree in Quantity Surveying, Building Surveying, Business Administration (Operations/Supply Chain), or a related operational discipline.
- Minimum of 2–4 years of working experience in procurement, contract management, or tendering within the property management or facilities management industry.
- Strong familiarity with sourcing facilities management vendors, analyzing quotations, and commercial negotiation.
- Proven experience interpreting technical specifications from site visits and translating them into formal tender or proposal documentation.
- High adaptability to navigate different digital procurement software, ERP networks, or localized site workflows quickly.
Inquiries: Whatsapp to https://wa.me/60197072330
Apply online here: https://www.careers-page.com/sepadu
Disclaimer:
This job advertisement is not intended to be an exhaustive list of all duties and responsibilities of the position. The employee may be required to perform other duties as assigned 
