Senior Executive (Operations Office)

Job Purpose

Coordinate and administer day-to-day facilities management and residential administration activities covering corrective and preventive maintenance, housekeeping standards, room and common area inspections, accommodation readiness, festive residential experience initiatives, procurement documentation, purchasing coordination, supplier and service contract monitoring, maintenance and asset reporting, asset replacement planning, and support for annual budgeting exercises. The role supports the Residential Management Department in maintaining safe, operational and service-ready hostel facilities, improving residential experience, ensuring proper administrative coordination, and contributing to effective facilities and asset management.

Key Accountabilities

Facilities & Housekeeping Management

Coordinate facilities maintenance and housekeeping activities across residential areas to support safe, clean, functional and occupancy-ready hostel operations. Monitor corrective and preventive maintenance works, housekeeping standards, contractor performance and cleaning schedules conduct condition assessments, room and common area inspections identify service gaps or maintenance issues and support timely follow-up actions to ensure residential facilities remain operational, hygienic and service-ready for residents.

Residential Experience

Plan and coordinate residential experience activities related to festive decorations, celebrations and residential engagement within hostel areas. Organise residential activities during major festivals, coordinate decoration themes for residential areas, liaise with relevant stakeholders, and support culturally inclusive programmes that enhance the overall living environment for residents.

Procurement & Administration

Prepare procurement specifications and documentation for facilities, housekeeping and residential administration requirements. Coordinate purchasing activities, monitor supplier performance and service contracts, maintain relevant procurement and administrative records, and support compliance with applicable procurement procedures and approved departmental requirements.

Reporting & Planning

Prepare maintenance, housekeeping and asset-related reports to support operational monitoring and planning. Analyse facilities condition, maintenance trends, contractor performance and asset requirements, support the development of asset replacement plans, and provide relevant input for annual budgeting exercises and facilities improvement planning.

Facilities Coordination & Stakeholder Support

Serve as the coordination focal point for assigned facilities management and administration matters by liaising with internal departments, contractors, suppliers and service providers. Support day-to-day issue resolution, coordinate follow-up actions, escalate matters requiring management attention, and ensure assigned activities are implemented in line with departmental plans, service expectations and approved procedures.

Qualification & Experience

• Bachelor's degree in Facilities Management, Estate Management, Building Management, Business Administration, Management, Hospitality, Engineering, or any related field.
• Minimum 5 years of relevant experience in facilities management, building maintenance, housekeeping coordination, accommodation administration, residential services, procurement administration, or related operational functions.
• Experience in corrective and preventive maintenance coordination, contractor monitoring, room and common area inspections, housekeeping management, service contract administration, procurement documentation, asset reporting or budgeting support will be an added advantage.
• Good understanding of daily facilities operations, maintenance coordination, housekeeping standards, service delivery, basic procurement processes, asset administration, record management and stakeholder coordination.
• Good communication, interpersonal, problem-solving and reporting skills.
• Proficient in Microsoft Office or relevant digital systems, with the ability to maintain accurate operational data, analyse maintenance or asset trends, monitor service performance and prepare reports.