Executive-property

7 months ago

Petaling Jaya, Malaysia Sunway Property Full time

**Property Management and Maintenance**
- Overall responsible for day-to-day operations of the Property and conducting routine inspection.
- Overall responsible for the general administration of the Management Office (“MO”)
- Devise an annual preventive program for all services and budgetary control for the Property.
- Assist on the Vacant Possession with new tenant.
- Liaise closely with security and cleaning team for safety and cleanliness of the building.
- Liaise with Local Authority and Service Providers for repairs and renewal inquiries.
- Plan, propose and seek approval on decoration for festive seasons and special events, if required.
- Monitor on the approval of PO/PR for each project.
- Monitor the work order through CMMS and e-Service Request.
- Assist on the cafeteria tenant on their inquiries.
- Monitor and assist on carpark inquiries.
- Assist on Townhall Meeting with the respective PIC.
- Work closely with the safety team (OSH) for safety SOP in the building.
- Assign technician to attend CMWO based on the nature of the job
- Make sure CMWO and PMWO execute and complete on time
- Prepare standby technician duty rooster

**Service Vendor Management**
- Monitor and ensure that all services and maintenance contracts are renewed within three months prior to expiry and upload executed information into the Auto Reminder system (eAR).
- Supervise and monitor all building works by contractors are carried out in accordance with the work specifications in the service contracts.
- Chair weekly / monthly meetings with service vendors for quality improvement.
- Engage with service provider for each repair and rectification works.

**Procurement Management**
- Responsible to propose the procurement of goods and services with cost and benefit analysis and adhere strictly to the SPFM’s authority limits and ensure that the requisition is in accordance with the approved budget.
- Coordinate with the PM and other SPFM senior personnel to obtain approval for the procurement of goods and services for the Property.
- Coordinate with the Procurement team on the tender process and progress for each tender activity.
- Monitor on the progress of the project.

**Communication Liaison - Resident / Tenant / Occupant**
- Enforce the Additional By-Laws, House Rules and Regulations of the Property and make revision / update when relevant and necessary.
- Tactfully handle Tenant / Occupant’s complaint and promptly response with solutions or alternatives.
- Assist on tenant inquiries for Carpark issue.

**Financial Management**
- Ensure the monthly billings to the tenants / occupants are distributed on timely basis.
- Ensure that the AA submit the vendors’ invoices / utility bills timely to the Esker with supporting documents and justification and verify / approve the submission promptly for the subsequently level approver.
- Liaise with Finance team on the outstanding payment from tenant and cafeteria tenant.
- Petty Cash Control and Reconciliation for spending and reimbursement within the authority limit given.
- To review and verify the Daily Closing Listing and Report, Renovation Deposit Listing, Refund Entry, Waiver Request, etc.
- Assist on the tenant enquiries on electricity, water and e-Service request.

**Regulatory Compliance**
- Monitor and ensure that all statutory payments, licences, permits, insurance are renewed within three months prior to expiry. Update to the eAR is mandatory.
- Liaise with the authorities for any adjustments, rebates, waivers on any statutory payments and filing of returns.
- Monitor and ensure the submissions / filing of returns to the relevant authorities such as Suruhanjaya Tenaga (ST) and Local Councils, etc.
- Prepare and follow up on the claim/reimbursement of ICPT/ Indah Water from ST & IWK.
- Assist on the payment of renewal and submission of license renewal or reimbursement matters.

**Administration**
- Responsible to obtain and maintain the up-to-date Property information, drawings, tenant / occupant schedule, service contacts, vendors / contractors’ workers listing and list of inventories are available at all times.
- Full compliance with all the SPFM’s Standard Operating Procedures (SOPs) and the guidelines and also to ensure the team of staff adhere to it.
- To observe Health and Safety matters for the Property and provide / delegate emergency support when required.
- Incident Reporting and filing for Insurance Claim for any insurable damages/ claims.
- Assist to update the tenant on the updated news / campaign via community apps.
- Monitor the carpark in/out record.

**Sustainable Practice**
- Responsible to collect and update the sustainable data in monthly practice.
- Assist to organize sustainable events in the building.
- Responsible to keep the tenant follow the sustainable practice in the building.
- Full compliance with all the SPFM’s Standard Operating Procedures (SOPs) and the guidelines and also to ensure the team of staff adhere to it.
- To observe

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