Senior Executive, Estate/Facilities

Boys' Town; Singapore; On-site; SGD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a diligent Estate Management Assistant to support the Estate Manager in ensuring the safety and maintenance of properties. This role involves overseeing daily maintenance operations, managing contractors, and ensuring compliance with regulations. You will engage with tenants to address feedback and implement improvements while also supporting project management activities. If you have a strong service mindset and a proactive approach, this opportunity offers a chance to make a significant impact in property management within a supportive and collaborative environment.

Qualifications

• 3+ years of experience in building management, procurement, and projects.
• Strong planning, organizing, and multitasking skills are essential.

Responsibilities

• Overseeing maintenance and safety compliance of properties.
• Managing contractors and ensuring smooth operations of buildings.
• Drafting reports and supporting project management activities.

Skills

Building Management

Project Management

Procurement

Problem-solving

Customer Service

Communication Skills

Planning and Organizing

Education

Diploma or Degree in Building Management

Diploma or Degree in Estate Management

Tools

MS Office

SketchUp

AutoCAD

Freshdesk

Job description

To assist the Estate Manager in overseeing the following:

• Safety and maintenance of designated properties, ensuring compliance with all applicable regulations. Recommending and coordinating improvements to maintain a safe, functional, and appealing environment.
• Leading the in-house maintenance team in daily facilities maintenance issues.
• Supervising and managing contractors to ensure contractual obligations are met and smooth operation of buildings.
• Attending to feedback from tenants/clients, recommending and implementing remedial actions promptly.
• Promoting good relations with staff, contractors, and management.
• Managing recordkeeping and paperwork for MSF audits and internal audits, conducting defect management procedures via the Freshdesk system, liaising with contractors, and ensuring defect rectification.
• Assisting the Estate Manager in renovation and special projects, including tender processes, project management, and stakeholder liaison.
• Performing other ad-hoc assignments as directed by Management.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Performing clerical and administrative tasks in compliance with audit requirements, including drafting proposals and maintaining documentation.
• Supporting project management activities, such as preparing tender and contract documents, conducting site inspections, and attending meetings.
• Overseeing building inspections and maintenance of safety systems, including fire protection and security systems.
• Assisting during meetings, drafting minutes, and supporting legal and project discussions.
• Drafting reports, findings, and recommendations.
• Participating in surveys and liaising with government agencies.
• Preparing various reports, including quarterly reviews and estate building committees.
• Monitoring key issuance, building maintenance budgets, and contractor performance.
• Liaising with suppliers and contractors for repairs, maintenance, and estate-related items.
• Addressing complaints and feedback from tenants, with familiarity in the Freshdesk system being advantageous.
• Supporting emergency responses, evacuations, and participating in exercises.
• Supervising cleaning personnel to ensure cleanliness and disinfection standards, including conducting audits.
• Preparing cleaning checklists and documentation for NEA submissions.
• Conducting presentations on estate management topics.
• Participating in committees related to fire safety and PDPA, and attending EMT meetings.
• Drafting SOPs, MOUs, and FSAs with relevant agencies.
• Managing contract renewals, document uploads, and notifications via DMS and intranet systems.
• Conducting price-quality assessments and managing tender processes for renovation works.
• Processing claims, invoices, and payments via the AGPortal system.

MANAGERIAL

• Providing coaching and guidance to junior staff and supervising ground staff.
• Monitoring cleaners’ performance and compliance with environmental and safety standards.
• Guiding interns and liaising with schools regarding estate management tasks.

Requirements

• Diploma or Degree in Building Management, Estate Management, or equivalent.
• At least 3 years of relevant experience in building management, procurement, and projects.
• Strong planning, organizing, and multitasking skills.
• Team-oriented with a service mindset.
• Independent, responsible, proactive, and determined.
• Excellent interpersonal and communication skills.
• Proficient in MS Office, SketchUp, AutoCAD; familiarity with Freshdesk advantageous.
• Knowledge of procurement processes using PQM, fire alarm systems, and SCDF Fire Code.
• Strong problem-solving, negotiation, and customer service skills.
• Understanding of green building practices and sustainability.