Building Operations Officer (Manager & Executive Levels)

LDS PROPERTY MANAGEMENT SDN BHD; Kuala Lumpur; Presencial; MYR 72.000 - 120.000; Jornada completa

Descripción de la vacante

LDS Property Management Sdn Bhd is seeking a Building Operations Officer at Manager/Executive levels to oversee the operational, statutory, financial, and community functions of a mixed-use development in Kuala Lumpur. The role covers liaison with JMB/MC, budget preparation, and maintenance coordination across residential, retail, and commercial zones.

The ideal candidate holds a Diploma or higher in Property/Facilities Management and has 3–5 years in building/facilities management with strong

Formación

• Diploma or Higher in Property Management, Facilities Management, or equivalent.
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• Experience in building or facilities management, preferably mixed-use or high-rise.
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• Demonstrable experience supporting JMB/MC meetings and AGM processes.
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• Working knowledge of SMA 2013, SMA Regulations 2015, UBBL 1984, and PDPA 2010 an advantage.
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• Familiarity with M&E systems, DLP management, and Preventive Maintenance Activiti frameworks.
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• Budget preparation, collections management, and sinking fund administration.

Responsabilidades

• Serve as liaison between management company and JMB/MC on statutory obligations under SMA 2013 and related regs.
• Organize AGMs/EGMs including notices, proxies, agendas, and minutes with proper quorum and voting.
• Present annual budgets, maintenance accounts, and audited statements at AGMs and file within statutory period.
• Maintain register of parcel owners and committee members; track resolutions and action items.
• Ensure timely filing of COB returns; update by-laws and communicate changes to stakeholders.
• Oversee all M&E systems; plan preventive maintenance across building zones.
• Conduct regular rounds; log defects and faults; raise work orders to completion.
• Coordinate DLP with developer; track defects and escalation before expiry.
• Coordinate statutory inspections with authorities; ensure licenses/permits are current.
• Prepare scope of works for tenders; obtain 3 quotes; evaluate and award.
• Prepare annual maintenance/sinking fund budgets; monitor variances.
• Plan major capital works (lift upgrades, roof, facade) and adjust levies as needed.
• Issue invoices for maintenance/sinking fund; maintain ledger; follow up delinquencies.
• Process contractor invoices; coordinate payments; liaise with auditor for accounts.
• Act as primary contact for owner/tenant inquiries; address disputes; issue breach notices.
• Manage helpdesk; log, acknowledge, resolve complaints; produce monthly analyses.
• Oversee move-in/out; enforce renovation guidelines; monitor permits by JMB/MC.
• Administer access cards, registrations, vehicle stickers; ensure PDPA compliance.
• Coordinate emergency response; manage incidents and reporting.
• Plan resident engagement activities and report findings for improvements.

Conocimientos

English communication

Bahasa Malaysia communication

AI tools usage

Budget management

Maintenance coordination

Educación

Diploma in Property/Facilities Management

Herramientas

CSS

GProp Systems

Descripción del empleo

Building Operations Officer (Manager & Executive Levels)

The Building Manager / Building Executive is accountable for the operational, compliance, financial, and community functions of a mixed-use development comprising residential, retail, and commercial components. The role encompasses strategic oversight and day-to-day execution across building services, statutory reporting, owner and tenant engagement, and budget administration, functioning as the primary point of accountability for the Joint Management Body (JMB) or Management Corporation (MC).

KEY RESPONSIBILITY

1. Serve as the principal liaison between the property management company and the JMB/MC committee; advise and guide the committee on statutory obligations under the Strata Management Act 2013 and Strata Management (Maintenance and Management) Regulations 2015.

2. Organize and facilitate AGMs and EGMs including preparation of notices, proxy forms, meeting agendas, and minutes, ensuring adherence to quorum requirements and voting procedures.

3. Lead the presentation of annual budgets, maintenance accounts, and audited financial statements at AGMs; table all required documents within the statutory period.

4. Maintain the register of parcel owners and committee members; track and follow up on resolutions and action items from previous meetings within agreed timelines.

5. Ensure timely filing of returns with the Commissioner of Buildings (COB); maintain updated by-laws and house rules; communicate regulatory changes to the committee, owners, and tenants through appropriate channels.

6. Oversee all mechanical and electrical systems including lifts, fire protection systems, Property Management System, centralized cooling/chiller plants, and standby generators; plan and execute scheduled Preventive Maintenance Programs (PPM) across all building zones.

7. Conduct regular building rounds across residential, retail, and commercial zones; log defects, M&E faults, and common area deterioration with photographic evidence and severity classification; raise and monitor work orders through to verified completion.

8. Manage the developer's Defect Liability Period (DLP); coordinate rectification with the developer's project team; track outstanding defects systematically and escalation unresolved items before DLP expiry.

9. Coordinate statutory inspections with authorities including JKKP (lifts and pressured vessels), BOMBA (fire suppression systems), TNB, and Indah Water Konsortium; ensure all certifications, licenses, and permits remain current and valid.

10. Prepare scope of works for ad-hoc repair and improvement tenders; obtain a minimum of three quotations in line with procurement policy; evaluate submissions and recommend award to management or the JMB/MC committee.

11. Prepare the annual maintenance charge and sinking fund budget, aligned with projected capital expenditure; present the draft to the JMB/MC for approval; monitor variances monthly and recommend corrective action.

12. Identify and plan for major capital works, including lift modernization, roof replacement, facade repair, and M&E system upgrades. To ensuring sinking fund adequacy; propose levy adjustments to the committee when fund projections require revision.

13. Issue maintenance charge and sinking fund contribution invoices; maintain the collections ledger; produce monthly debtor ageing reports; follow up on overdue accounts through written notices and escalation chronic defaulters for legal referral as permitted under SMA 2013.

14. Process contractor and service provider invoices; verify against approved purchase orders; prepare payment vouchers and coordinate disbursement within credit terms; liaise with the appointed auditor for the annual accounts audit.

15. Act as the primary point of contact and escalation for owner, tenant, and commercial occupant enquiries and disputes including noise complaints, renovation encroachments, car park violations, and by-law breaches; issue formal breach notices where warranted.

16. Manage the helpdesk function; receive, log, acknowledge, and resolve complaints within established SLA timelines; maintain service records and produce monthly complaint analysis reports for management review.

17. Oversee the move-in and move-out process for both residential and commercial tenants; enforce renovation guidelines; process and monitor compliance with renovation permits issued by the JMB/MC across the mixed-use zones.

18. Administer access card issuance, resident registration, vehicle sticker allocation, and visitor pass management in accordance with building house rules and PDPA 2010 data handling obligations.

19. Coordinate emergency response for incidents across all zones including water ingress, lift entrapment, fire alarm activations, and power disruptions, covering communication, containment, authority liaison, and post-incident reporting.

20. Plan and execute resident and occupant engagement activities; gather satisfaction feedback periodically; compile findings into summary reports to support continuous service improvement.

REQUIREMENTS

Diploma or Higher in Property Management, Facilities Management, or equivalent

Minimum 3-5 years in building or facilities management; mixed-use or high-rise experience preferred

Demonstrable experience supporting or managing JMB/MC meetings and AGM processes

Proficient in property management system (e.g. CSS, GProp Systems, or equivalent)

Working knowledge of SMA 2013, SMA Regulations 2015, UBBL 1984, and PDPA 2010 an advantage

Familiarity with M&E systems, DLP management, and Preventive Maintenance Activiti frameworks

Budget preparation, collections management, and sinking fund administration

Strong written and verbal communication in English and Bahasa Malaysia

Ability to manage multi-stakeholder environments.

Practical experience in using Artificial Intelligence (AI) tools to improve work efficiency, productivity, and the quality of deliverables.

Understanding of AI-related confidentiality, data privacy, information security, and responsible-use principles, particularly when handling company or clients' information.

Seniority level (Building Manager vs Building Executive) will be determined based on the candidate's total years of experience, scope of prior accountability, and demonstrated competency at interview. Both levels are open; applicants are encouraged to apply regardless of current title.