Facilities Executive - Town Management

Overview

Key Responsibilities

• Support the operation of the town/community in accordance with best-in-class town management standards and assist in monitoring market and competitor benchmarks.
• Assist in implementing, communicating, and enforcing community rules, regulations, and policies.
• Receive, record, coordinate, and follow up on maintenance requests and repairs related to buildings, utilities, and equipment, ensuring timely resolution.
• Support the implementation of preventive maintenance programs in coordination with the Chief Engineer and maintenance teams.
• Ensure safety, security, and health standards are maintained at all times and assist in handling emergency situations, including preparation of incident reports and corrective actions.
• Maintain accurate records of tenant complaints and ensure effective follow-up systems are in place to support tenant satisfaction and service improvement.
• Conduct regular site inspections to ensure operational and quality standards are maintained and report risks or corrective actions to management.
• Build and maintain positive relationships with tenants and gather feedback to support continuous improvement initiatives.
• Assist in supervising contractors and service providers to ensure services are delivered in accordance with agreed contractual terms and quality standards.
• Support compliance with all legal, regulatory, and municipal requirements to avoid violations and penalties.
• Assist in implementing approved policies and procedures governing community operations, facilities usage, and tenant relations.
• Support the coordination and execution of community engagement activities and events.
• Identify opportunities to improve facilities, operational efficiency, and service delivery, and communicate recommendations to management.
• Monitor any tenant alterations or modifications within the property and ensure all required approvals are obtained.
• Assist in preparing monthly operational reports covering maintenance activities, tenant feedback, trends, and operational updates.
• Support preparation of performance, statistical, budgeting, and forecasting reports.
• Assist in monitoring departmental expenses and maintaining cost control in line with approved budgets.
• Support verification of payment discrepancies and ensure compliance with financial and purchasing procedures.
• Prepare work schedules, maintenance coordination plans, and store requisitions in a timely manner.
• Monitor inventory levels and support procurement activities for maintenance supplies, spare parts, and services.
• Ensure compliance with company ethics and policies regarding third-party dealings, commissions, and contractor relationships.
• Coordinate with the Human Resources Department to support recruitment, onboarding, and manpower requirements when needed.
• Assist in identifying training needs, maintaining training records, and supporting employee development initiatives.
• Promote professionalism, proper grooming, hygiene, and positive conduct within the team.
• Support employee relations initiatives and maintain effective communication across departments.
• Assist in conducting staff performance reviews and appraisals within designated timelines.
• Carry out any additional operational duties assigned by the Director or Management.

General Responsibilities

• Promote efficiency, professionalism, courtesy, and excellent customer service standards.
• Foster strong inter-departmental relationships and teamwork.
• Maintain a positive attitude and professional company image at all times.
• Demonstrate pride in the workplace and maintain a professional appearance.
• Adhere to company and property policies, procedures, and regulations.