Facilities Management Executive

IKEA; Johor Bahru; On-site; MYR 200,000 - 250,000; Full time

Job summary

A leading home furnishing brand is seeking a Facilities Management Executive in Johor Bahru, Malaysia. This role involves managing the Facilities department, ensuring compliance, and handling vendor coordination for maintenance activities. The ideal candidate should have a Professional Certificate or Bachelor’s Degree, along with 3-5 years of relevant experience in a shopping centre environment. Strong communication and organizational skills, along with proficiency in Excel, are essential. Join a team committed to creating a better everyday life.

Qualifications

• 3-5 years working experience in Facilities Management within a shopping centre environment.
• Able to handle confidential materials discreetly.
• Good command of English, both spoken & written.

Responsibilities

• Administer and manage the Facilities department including reporting.
• Support compliance with audit and internal requirements.
• Coordinate with vendors for maintenance activities.

Skills

Excellent communication skills

Strong technical knowledge on facilities management

Good knowledge of using spreadsheets

Organizational skills

Education

Professional Certificate or Bachelor’s Degree

Tools

Excel

Database software

Job description

Company Description

Our vision “To create a better everyday life for the many people” is the reason why IKEA and our centres exists and why people choose and love to come to us. It is the driving force behind our success. We believe home is the most important place in the world and by becoming “The leader in life at home” we will secure a strong brand position for IKEA and stimulate home furnishing interest on our markets. We want to be the “Preferred shopping centre destination” for retailers and business partners. For a successful future we must secure “Growth with long term profitability” and we will do this by a consistent focus within our four strategic cornerstones of Growth, People, Sustainability and Costs. Acting like a market leader in all our decision making and securing a “Market Leadership Mentality” in our organisation will drive us to reaching our vision.

Job Description

About the job

The Facilities Management Executive is responsible for administering and managing the Facilities department in terms of updating, monitoring, and generating weekly/monthly reports.

Your assignment

Facilities Management

• Support compliance & ensuring adherence to the audit and compliance standards in Facility Management (FM), both internal and external requirement
• Access all procurement platforms to issue Purchase Order, Work Orders, monthly OPEX expenses and payment to Vendors with proper tracking records
• Coordinate with vendors and internal team to ensure full execution of preventive & corrective maintenance processes with proper tracking records
• Overseeing the administration and filing of FM department documentation including FM agreement, preventive & corrective maintenance checklist.
• Verifying utilities meter reading and billing charge to Tenant
• Assist the Assistant Manager or FM Manager in gathering information and analysis to complete the Facilities Department monthly reports.
• Update and maintain asset records
• Maintaining FM inventory, ensuring parts availability, preparing Bill of Quantities (BQ) and participating in the sourcing/purchasing activities
• Analyzing downtime data to develop effective preventive maintenance procedures.
• Verifying administrations matters related to attendance, overtime, and leave applications. Provide monthly analysis and reports.
• Organize and co-ordinate preventative maintenance activities with the FM team.

Qualifications

• Professional Certificate, Bachelor’s Degree, Post Graduate Diploma, Professional Degree, preferably in Property or Real Estate, Facility Management, Building Services, Mechanical/Electrical/Civil Engineering or related field.
• 3- 5 years working experience in Facilities Management function, within a shopping centre environment.
• Excellent communication and computer skills with good knowledge of using spreadsheets, excel and database software.
• Strong technical knowledge on facilities management, basic understanding of facilities drawings.
• Professional, well organized, reliable and meticulous.
• Able to handle confidential and sensitive materials discreetly.
• Able to work independently and under pressure, able to multi-task.
• Enjoy documentation and administration work including filing
• Good command of English, both spoken & written.
• Familiar with FM SOP (hard services) and authority requirements

Additional Information

We hire based on our values. Watch the video and answer the following question in your application:

Can you give examples of how you have encouraged new ideas within your team? Which ideas do you encourage and why?