Job Description

Overview Of The Role:
The Facilities Management Executive supports the Operations Department in executing, monitoring, and documenting all FM-related activities, including planned maintenance, CAPEX/OPEX projects, and compliance initiatives.
The role ensures operational efficiency, proper coordination between service providers, and accurate reporting to management. It serves as the backbone of the FM administrative and coordination function -- linking site execution with documentation, procurement, and financial tracking.
What You Will Do:
A. Operational Support

• Monitor daily FM activities and ensure adherence to maintenance schedules and SLAs.
• Assist in tracking the performance of outsourced service providers (hard & soft services).
• Coordinate with internal teams and contractors for execution of corrective and preventive works.
• Support site inspections, audits, and verification of completed jobs.
• Maintain detailed logs of all asset-related activities and work orders.
• Ensure continuous operational readiness of all MEP and civil systems.

B. Project & Procurement Coordination

• Prepare and track PRs, LPOs, AFEs, and associated financial documents for all FM works.
• Support tendering and quotation processes by preparing technical summaries and vendor evaluations.
• Coordinate with Procurement and Finance to ensure timely approvals and accurate documentation.
• Maintain project trackers for CAPEX and OPEX activities, highlighting milestones and pending actions.

C. Reporting & Documentation

• Update monthly dashboards, KPI reports, and vendor performance evaluations.
• Maintain organized filing for all FM-related contracts, reports, and authority permits.
• Prepare memos, presentations, and progress summaries for management meetings.
• Support in internal and external audits (operational, financial, or compliance-based).

D. Compliance & HSE Support

• Ensure all maintenance and project works comply with DCD, HSE, and authority requirements.
• Maintain documentation such as method statements, risk assessments, and work permits.
• Track and log all incidents, corrective actions, and follow-ups related to safety or operations.
• Support sustainability and energy initiatives (LEED, AI optimization, BMS data tracking).

E. Stakeholder Communication

• Act as a coordination link between departments.
• Support tenant coordination for technical and operational requirements.
• Liaise with consultants and service providers for technical submittals and progress updates.
• Take meeting minutes and follow up on action items to ensure timely closure.

Skills Required