Operations Executive (Facilities Management)

Job Title: Operations Executive (Facilities Management)
Report To: Facilities Manager
Department: Facilities Management
Location: Kuala Lumpur
Job Type: Full Time

Job Summary:

The Operations Executive (Facilities Management) will play a pivotal role in ensuring the seamless execution of daily facilities operations across multiple assigned sites. This role requires a dynamic professional capable of managing static site operations, coordinating a mobile technician team, handling client-facing financial administrative tasks, and actively participating in the transition phases (handover/takeover) of property management contracts.

Key Responsibilities:

1. Multi-Site & General Operations Management

• Cross-Site Supervision: Oversee and monitor the daily operations, maintenance schedules, and service delivery across multiple assigned sites to maintain high organizational standards.
• Site Inspections: Conduct routine and ad-hoc site visits as required to audit facility conditions, ensure compliance with safety standards, and verify the quality of contractor/team outputs.
• Incident Management: Serve as a key point of contact for operational issues or emergencies at various sites, ensuring swift resolution and minimal disruption to clients.

2. Transition Management (Takeover / Handover)

• Property Transitions: Actively assist management in the mobilization and demobilization phases of site contracts.
• Defect Log & Audits: Conduct comprehensive joint inspections during handovers and takeovers, documenting asset conditions, identifying defects, and verifying inventory lists.
• Documentation: Ensure all operation & maintenance (O&M) manuals, building drawings, and statutory certificates are properly cataloged and transferred.

3. Mobile Team Coordination & Workforce Management

• Scheduling & Dispatch: Plan, optimize, and manage the daily/weekly schedules for the mobile technical team to ensure timely preventive and corrective maintenance.
• Overtime (OT) Monitoring: Track, verify, and monitor the mobile team’s working hours and overtime claims, ensuring alignment with operational budgets and labor regulations.
• Performance Tracking: Monitor the productivity, response times, and service quality of the mobile team, addressing any gaps in execution.

4. Client Relations & Financial Administration

• Purchase Order (PO) Management: Initiate, track, and request Purchase Orders (POs) for clients, customers, or sub-contractors in a timely manner.
• Quotation Procurement: Sourced quotations from vendors for specialized maintenance works or repairs, presenting cost-benefit analyses to clients or management for approval.
• Stakeholder Communication: Maintain professional and transparent communication with clients and tenants regarding maintenance updates, billing, and operational reports.

Requirements:

• Degree in Building Services, Estate Management, add proficient system like cor a related field.
• Minimum of 2–4 years of working experience in property management, facilities management, or multi-site operations.
• Systems Proficiency: Highly proficient in utilizing maintenance management systems, including CMMS (Computerized Maintenance Management Systems) for logging Work Orders, managing service requests, and tracking asset histories.
• Maintenance Planning: Solid experience in executing and monitoring PPM (Planned Preventive Maintenance) schedules to minimize equipment downtime and extend asset lifespans.
• Strong understanding of building systems (MEP), building defects detection, and maintenance workflows.
• Proven track record in scheduling, manpower coordination, or managing mobile/remote workforces.
• Proficient in administrative and financial processes (handling POs, invoices, and vendor quotations).
• Possess own transportation and willingness to travel frequently between sites as required.

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