Senior Integrated Facility Executive (Workplace Experience)

POSITION SUMMARY

The Senior Integrated Facility Executive (Workplace Experience) is responsible for maintaining the condition, compliance, and asset integrity of WORQ's outlets — ensuring every space is safe, well-presented, and fit for members to work in at all times.

Operating as part of WORQ's tenant-side facilities team, this role owns the planned inspection and reinstatement cycle across all outlets, manages statutory fire safety and HSE compliance as an occupier, maintains WORQ's asset records, and provides the technical communication layer when building defects impact member experience.

This is not a building management role — WORQ is a tenant, not a building operator. The ideal candidate has experience maintaining leased commercial spaces to a premium standard, understands the occupier perspective, and is comfortable interfacing with members, outlet teams, and Building Management Offices with equal confidence. Candidates from building operations or property management backgrounds should carefully consider whether the occupier-side scope of this role aligns with their experience.

JOB RESPONSIBILITIES

I) Outlet condition management and make-good:

• Lead systematic inspections of all WORQ outlets on a planned cycle, documenting the condition of spaces, assets, and fittings — and tracking all identified items through to resolution.
• Coordinate reinstatement and make-good works to ensure outlets are consistently maintained at WORQ's expected standard. Scope covers wear-and-tear restoration to original condition- design changes are not within this scope.
• Manage post-move-out reinstatement: inspect vacated spaces, scope and coordinate all make-good works, and ensure suites are returned to a sales-ready condition promptly.

II) Statutory compliance and health & safety:

• Manage all fire safety compliance requirements applicable to WORQ as a tenant — including annual fire drill coordination, fire alarm testing, fire extinguisher certifications, and relevant licence renewals.
• Maintain a compliance calendar with hard renewal dates for all statutory requirements across all outlets; ensure nothing lapses.
• Liaise with Building Management Offices to obtain safety and compliance documentation relevant to WORQ's occupancy; maintain an up-to-date file per outlet for sharing with clients and prospects on request.

III) Asset management:

• Maintain WORQ's asset register across all outlets — covering furniture, fittings, and equipment purchased during fit-out.
• Track asset condition over time, coordinate repairs, and manage the disposal process in line with Finance approval requirements.
• Support the preparation of documentation for insurance claims relating to asset damage or loss.

IV) Minor space works and enhancements:

• Direct and coordinate small space improvement works — including minor refurbishments, small installations, and post-move-in adjustments — ensuring quality and minimal disruption to outlet operations.
• Raise purchase requisitions and manage vendor coordination for all works within scope.

V) Vendor and contract management:

• Manage FM service vendors across all outlets — including cleaning, pest control, landscaping, fire safety servicing, and make-good contractors.
• Request quotations, conduct cost comparisons, and evaluate vendor performance. Recommend renewals or replacements based on service quality and value.

VI) Member-facing defect support:

• Support the resolution of building defects that directly affect member experience — preparing clear technical updates on findings, rectification plans, and timelines for communication to affected members.
• Work alongside Outlet teams who manage the member relationship directly; provide the technical backing to ensure communications are accurate, credible, and professionally delivered.

VII) Reporting and analytics:

• Compile and submit regular reports on outlet inspection status, make-good progress, compliance calendar standing, and asset register updates.
• Track and flag recurring issues across outlets — patterns that repeat across multiple cycles are escalated for structural resolution rather than repeated short-term fixes.
• Contribute data to support cost analysis and continuous improvement of FM operations.

VIII) Communication, coordination and feedback handling:

• Act as the FM interface for outlet teams on inspection scheduling, make-good works, and compliance matters.
• Monitor member and occupant feedback on facility conditions; integrate findings into inspection priorities and make-good scope.
• Ensure information on facility status is accurate, timely, and accessible to relevant stakeholders.

IX) Cross-functional support:

• Support the Sales team by providing up-to-date safety and compliance documentation for client due diligence requests.
• Collaborate with the project team on snag inspections following new outlet openings or revamp completions.
• Assist the Technical Manager during periods of high defect volume or where additional client-communication support is required.

X) Miscellaneous:

• To perform other additional tasks as assigned.

JOB REQUIREMENTS

• Diploma or Bachelor's degree in Facilities Management, Building Technology, Mechanical Engineering, Electrical Engineering, or an equivalent discipline.
• At least 3 years of experience in tenant-side or occupier facilities management — in corporate office, hospitality, serviced office, or coworking environments. Candidates with experience exclusively in building management, property management, or heavy plant operations should note that this role is scoped to the occupier experience and is materially different.
• Knowledge of fire safety compliance requirements applicable to commercial tenants in Malaysia — including BOMBA regulations, fire drill coordination, and occupational health and safety standards.
• Experience conducting systematic facility inspections and managing reinstatement or make-good works within leased commercial spaces.
• Experience maintaining asset registers and managing FM vendor contracts including cleaning, pest control, and fire safety servicing.
• Strong member or client communication skills — able to manage defect situations with composure and professionalism; understands that technical resolution and member satisfaction are two separate outcomes, both of which must be achieved.
• Detail-oriented and able to manage multiple concurrent responsibilities — planned inspection cycles, compliance calendars, asset records, and active make-good works — without losing track.
• Able to work independently, travel between outlets, and respond promptly to member-impacting situations.
• A reliable team player with strong problem-solving skills and the ability to adapt quickly in a dynamic, multi-site environment.