Facility Executive (Contract)

Key Responsibilities

• Track and process vendor invoices, ensuring timely approval and accurate documentation for finance reconciliation.
• Create and manage purchase requests (PR) for facility services, maintenance, supplies, and tools, ensuring all necessary expenditures.
• Manage payments for utilities, training costs, and other facility-related expenses.
• Organize training sessions, seminars, and safety drills for facility staff, ensuring proper scheduling and coordination for smooth execution.
• Monitor and ensure compliance with all required certifications and licenses (DOSH, BOMBA, DOE, Suruhanjaya, KPDNKK), ensuring timely renewals.
• Assist in maintaining compliance with ISO standards and safety protocols, providing input to the safety committee.
• Track utility usage (water, electricity, LPG) and maintain accurate records, providing updates to the safety team and finance department.
• Coordinate waste collection and manage waste disposal processes, ensuring efficient recycling efforts and compliance with DOE guidelines.
• Update DOE website for consignment and maintain records of inventory deliveries and stock.
• Coordinate repair services and inspections, maintaining detailed records of maintenance schedules, repairs, and completed tasks.
• Oversee fixed assets management, ensuring proper calibration of measuring equipment and keeping updated records.
• Ensure that necessary consumables and materials are always stocked, enabling smooth operations and minimizing downtime.
• Manage vendor relationships, resolving any payment issues and ensuring smooth transactions between vendors and the finance department.
• Maintain and update internal documentation, including work instructions, safety procedures, and department records such as work requests, invoices, and service reports.
• Coordinate with HR for managing and issuing security and janitorial staff badges, ensuring seamless access control.
• Promote green initiatives within the facility by managing waste recycling efforts and implementing sustainable practices in day-to-day operations.

Job Requirements

• Posses a Bachelor's Degree in Facilities Management, Business Administration, or related fields. Industry certifications such as Schedule Waste and ISO certification are advantageous.
• Proficiency in computer systems, utilities tracking software, and MS Office tools (Excel, Word).
• Has strong organizational skills, attention to detail, and the ability to prioritize multiple tasks. Effective communication skills with internal teams, vendors, and external stakeholders are critical. Ability to work independently in a fast-paced environment and manage competing priorities.
• Excellent teamwork skills, with the ability to collaborate effectively with finance, HR, safety, and purchasing departments to ensure smooth and coordinated operations.