Head of Facility Management

Harta Maintenance Sdn Bhd; Kuala Lumpur; On-site; MYR 180,000 - 300,000; Full time

Job summary

Harta Maintenance Sdn Bhd is seeking a Head of Facility Management in Kuala Lumpur to lead Facility Managers and deliver QA and value across FM contracts. The role establishes a single FM system with standard plans, SOPs, KPIs and comprehensive reporting, while ensuring compliance with ISO 41001 and safety standards.

Responsibilities include developing asset lifecycle plans, managing budgets, driving improvements across hard and soft services, and supporting client relationships with clear

Qualifications

• Degree in Facilities Management or related field.
• At least 10 years FM experience with leadership of multiple sites.
• Experience establishing FM systems, plans, SOPs and KPIs.
• Strong knowledge of hard/soft services and asset lifecycle.
• Proven budgeting, reporting and client relationship skills.

Responsibilities

• Lead FM system implementation: plans, SOPs, KPIs and monthly reports.
• Direct Facility Managers to ensure QA and on-site performance.
• Define and monitor SLAs, safety, and client satisfaction metrics.
• Maintain asset registers and lifecycle planning across contracts.
• Oversee project delivery, commissioning, handover and maintenance.
• Manage budgets, variances and contract profitability with Finance.
• Liaise with clients, BD and procurement on performance improvements.
• Ensure compliance with safety, regulations and ISO 41001.
• Build leadership pipeline, develop skills and CI/ CIDB goals.

Skills

Leadership

FM System Design

KPIs & Reporting

Budgeting & Cost Control

Quality Assurance

Asset Lifecycle Planning

ISO 41001 Knowledge

CIDB Certification Awareness

Stakeholder Management

Education

Degree in Facilities Management

Tools

CMMS

CAFM

ISO Management Systems

Job description

Since 1980, Harta has kept demanding buildings clean, safe and running. Hospitals, cleanrooms, malls and public buildings trust our own trained people with the hardest job in the building, and with everything else that keeps it working. We have more than 3,000 people and hold five ISO certifications, including ISO 41001 for facility management. Our mission is Clean. Maintain. Manage. By 2030, our 50th year, we will be the partner Malaysia trusts with its most demanding environments, from cleaning to complete facility management.

About the role

The Head of Facility Management is a new position at Harta headquarters. The role leads Harta's Facility Managers and is accountable for two outcomes on every FM contract: Quality (one Harta standard, documented, measured every month and applied consistently at every site) and Value (clients receive the service they pay for, supported by clear performance data, and each contract delivers a fair profit to Harta). The first priority is to establish one Harta FM system: standard plans, procedures, performance measures and reports. The role then leads the Facility Managers who apply it. Headquarters sets and checks the standard (quality assurance, QA). Facility Managers and their teams deliver the work and check it on site every day (quality control, QC).

Key responsibilities

1. FM system and standards

Establish a standard FM Plan for every FM contract. Prepare it with Business Development before the tender, confirm it at mobilisation and review it every year.

Develop one set of SOPs for Harta's FM services, based on proven practice from our sites, and ensure every FM site applies them.

Define the KPIs for every FM contract, covering service levels (SLA), safety, client satisfaction and cost, with a standard format for monthly, quarterly and annual reports.

Establish the audit checklists used by headquarters, and a statutory compliance calendar for each FM site covering inspections, licences, certificates and permits for high-risk work.

Ensure the system runs on Harta's CMMS and digital QA tools, and that our ISO 41001 management system is applied on site.

2. Leadership of Facility Managers

Lead, coach and develop Harta's Facility Managers, and address underperformance promptly and fairly.

Set clear targets and KPIs for each Facility Manager in line with company objectives, and review progress every month.

Ensure every FM site is staffed by people with the right skills, and that training plans are delivered.

Build a succession pipeline, and support every Facility Manager to achieve CIDB certification.

Review the performance of every FM contract each month against its KPIs, and report the results to management and to the client.

Conduct site visits, audits and client satisfaction surveys. Ensure every issue is tracked to closure and its root cause is addressed.

Ensure planned preventive maintenance (PPM) is completed on schedule.

Ensure hard services (M&E, air-conditioning, fire systems, plumbing) and soft services (cleaning, security, landscaping) are delivered as one integrated service.

4. Asset information and lifecycle planning

Ensure each FM contract keeps an accurate asset register covering asset condition, how critical each asset is, maintenance history and statutory requirements, in line with the agreed scope of work.

Require Facility Managers to prepare repair and replacement recommendations based on risk, with estimated costs and priorities, for discussion with clients.

Record clearly what Harta and the client are each responsible for in maintenance, repairs, replacement and funding.

5. Project delivery, commissioning and handover

Oversee improvement, refurbishment and asset replacement works within Harta's agreed scope, and ensure they are delivered to the approved cost, programme, quality and safety requirements.

Ensure new or upgraded systems are tested and commissioned before they are accepted, and that defects are recorded and tracked to closure.

Ensure every handover includes operating manuals, drawings, warranties, certificates, asset records and staff training, and that the maintenance requirements are added to the CMMS.

6. Commercial performance and value

Manage the budget of every FM contract with Finance. Review actual cost against budget each month and explain any variance.

Deliver services in line with the contract scope, at the agreed cost and with minimal waste.

Ensure that any work outside the contract scope is priced and agreed with the client before it begins.

Evaluate vendor and subcontractor performance at least every six months and, with Procurement, decide whether to retain, improve or replace them.

Work with Business Development and Finance to increase the number of contracts linked to performance.

Identify cost savings for clients, for example in energy and water use, and report the results to them.

7. Clients, renewals and tenders

Build strong, long-term client relationships together with the Facility Managers, including a quarterly performance review with each client.

Track the renewal date and client satisfaction of every FM contract well ahead of renewal.

Identify opportunities to extend services for existing clients, such as adding maintenance to cleaning, and refer them to Business Development.

Support FM tenders with the FM Plan, organisation structure, mobilisation plan and site visits.

8. Safety, compliance and emergency readiness

Ensure site teams and contractors comply with safety, health, environmental, fire and building regulations.

Ensure every FM site can respond to emergencies 24 hours a day, with clear escalation and follow-up.

Ensure each site's business continuity plan (BCP) is reviewed every six months.

9. Decision-making and approval authority

Set clear approval and escalation limits for spending, subcontractor appointments, contract variations and emergency works, in line with Harta's delegation of authority.

Ensure the client's approval and funding responsibilities are documented before committing to additional work, with a defined process for urgent action to protect life, property and service continuity.

Escalate significant service failures, compliance risks and contract losses to the Deputy Managing Director, supported by corrective action plans.

Qualifications and experience

Degree in Facilities Management, Building Services or M&E Engineering, Property or Asset Management, or a related field. Diploma holders with additional years of FM leadership experience will be considered.

At least 10 years' experience in facility management, including at least 5 years leading several Facility Managers or FM contracts across different sites.

Proven experience in setting up FM systems: FM Plans, SOPs, KPIs, audits and performance reports.

Sound knowledge of hard services (M&E, air-conditioning, fire systems, plumbing) and soft services (cleaning, security, landscaping, helpdesk).

Experience in managing contract budgets, and a clear understanding of contract profitability.

Working knowledge of asset registers and lifecycle planning.

Working knowledge of Malaysian safety, fire, environmental and building regulations, and of ISO management systems such as ISO 41001, ISO 9001 or ISO 45001.

CIDB Facility Management Manager (FMM) certification, or the commitment to obtain it within 12 months of joining.

Good written and spoken English and Bahasa Malaysia.

Willing to travel regularly to sites across Peninsular Malaysia, and to respond to site emergencies outside office hours.

CIDB CHFM certification (healthcare FM).FM experience in hospitals, cleanrooms, factories or high-traffic public buildings such as malls.

Experience in moving clients from single services to integrated FM, or to performance-based contracts.

Experience of overseeing refurbishment or asset replacement works through testing, commissioning and handover.

Membership of MAFM or another recognised FM professional body.

Leadership: sets clear standards, develops managers and holds them accountable for results.

Systems thinking: builds processes that work the same way at every site.

Commercial awareness: understands cost, margin and contract terms.

Judgement: decides within clear limits and escalates early when the risk is significant.

Client focus: builds trust through consistent delivery and clear reporting.

Data and technology: confident with CMMS or CAFM systems and performance data.

Composure: calm and decisive in an emergency.

Unlock job insights

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• How many years' experience do you have as a Head of Facilities Management?
• Which of the following types of qualifications do you have?
• How many years of experience do you have in the Property Management Industry?
• How would you rate your Bahasa Malaysia language skills?
• How would you rate your English language skills?
• How many years' experience do you have as a contracts manager?

Vehicle Services & Repair 1,001-5,000 employees

History

Harta Maintenance Sdn Bhd was established on 9th of April 1980 as total solutions provider for building maintenance. Harta is 100% owned Bumiputra Company registered with Ministry of Finance Malaysia (MOF), Construction Industry Development Board (CIDB) - Grade G7 and Contractor Services Centre (PKK) - Bumiputera Status - Gred G7.

History

Harta Maintenance Sdn Bhd was established on 9th of April 1980 as total solutions provider for building maintenance. Harta is 100% owned Bumiputra Company registered with Ministry of Finance Malaysia (MOF), Construction Industry Development Board (CIDB) - Grade G7 and Contractor Services Centre (PKK) - Bumiputera Status - Gred G7.