Building Operations & Facilities Coordinator

VAM Property Management Sdn Bhd; Ipoh; On-site; MYR 28,000 - 42,000; Full time

Job summary

VAM Property Management (M) Sdn. Bhd. is seeking an Assistant Building Manager to support daily operations of managed properties in Malaysia. You will supervise office and maintenance staff, coordinate HR-related tasks, inspections, and liaise with authorities and owners.

Responsibilities include handling quotations, purchase orders, vendor management, and ensuring service levels of cleaners, security, and other contractors. A hands-on approach and good communication are essential.

Responsibilities

• Assist Building Manager in daily operation.
• Supervise and monitor administrative and maintenance staff.
• Perform HR related matters such as registration staff attendance and leave forms to be submitted to HQ.
• Carry out routine building inspections and assist in monitoring common area defect rectification works when necessary.
• Assist in diagnosing defects and recommend solutions by preparing adequate scope of works before calling/ sourcing for contractors/ suppliers/ service providers to send quotations/ proposals.
• Observe and monitor all the agreements between Management and Service Providers on expiry dates, renewals, compliance's and services.
• Attend all correspondence related matters as response to complaints or feedbacks from owners/ residents via letters, e-mails or telephone when applicable/ necessary/ instructed by Building Manager (BM).
• Maintain good rapport with owners/ residents.
• Prepare necessary notices, memos and liaise with Local Authorities when applicable/ necessary.
• Supervise and monitor all the services rendered by the service providers/ contractors/ sub-contractor’ staff such as cleaners, security guards, gardeners and etc.
• Check monthly suppliers/ contractors/ service providers’ invoices and utilities bills compiled by admin staffare with proper supportive documents (eg attendance, Job/ Service Sheet, Delivery Order, correct bills, reports etc) before submitting to BM for verification and processing of payments.
• Summarize quotations/ proposals received by suppliers/ contractors/ service providers to raise Requisition of Expenditure (via RE Form) for BM’s recommendation and further approval.
• Prepare Purchase Order for BM’s verification and monthly summary of Requisition of Expenditure (RE) Report when applicable/ necessary.
• Facilitate on facility booking, application of vehicle stickers and vehicles/ residents access cards etc and ensure the maintenance of records/ proper database.
• Ensure all renovation application submitted are with proper documentations and the scopes of works are within perimeters of the existing By-laws/ House Rules.
• Ensure routine checking and spot checks are carried out to all the units under renovation to prevent any illegal/ unauthorized works.
• Assist in controlling the issuance of Credit/ Debit Note and any other amendment to the account system when applicable/ necessary.

Job description

VAM Property Management (M) Sdn. Bhd. is seeking an Assistant Building Manager to support daily operations of managed properties in Malaysia. You will supervise office and maintenance staff, coordinate HR-related tasks, inspections, and liaise with authorities and owners.

Responsibilities include handling quotations, purchase orders, vendor management, and ensuring service levels of cleaners, security, and other contractors. A hands-on approach and good communication are essential.