Key Responsibilities:
Receive, log, coordinate and dispatch maintenance service requests and tenant complaints, ensuring timely follow-up and closure.
Update and manage CAFM or ERP software platforms.
Liaise with FM Supervisors, tenants and relevant departments for planned and corrective maintenance activities.
Coordinate Preventive Planned Maintenance (PPM), corrective maintenance and contractor call-outs, ensuring timely completion.
Manage procurement activities including obtaining comparative quotations, preparing RFAs, securing approvals, raising and closing LPOs.
Coordinate with external contractors and suppliers for Annual Maintenance Contracts (AMC), service agreements and contract renewals.
Coordinate tenant move-in and move-out activities for residential and commercial properties in consultation with the Leasing Department.
Maintain and update databases for contracts, subcontractors, preferred suppliers, market prices, purchase orders and maintenance records.
Monitor spare parts and stock levels, ensuring minimum/maximum stock requirements are maintained and materials are available as required.
Receive and process supplier/contractor invoices in coordination with the Finance Department and ensure proper supporting documentation.
Assist in coordinating subcontractors, suppliers, material deliveries and other maintenance-related activities.
Prepare operational reports, provide information for audits and maintain accurate records and documentation.
Perform general administrative duties including data entry, filing, document control, correspondence, meeting arrangements and maintaining calendars.
Attend routine operations meetings, prepare and distribute meeting minutes, and follow up on assigned action points.
Maintain relevant HR and team records, office supplies and stationery, ensuring smooth day-to-day administrative operations.
Perform any other duties and responsibilities assigned by the Manager/Superiors in support of efficient Facilities Management operations.
Desired Candidate Profile
1 to 2 years of experience in an FM helpdesk or customer service role.
Familiarity with CAFM or CMMS software.
Strong knowledge of Facilities Management, maintenance coordination and service request management.
Good procurement and vendor management skills, including quotations, RFAs, LPOs and invoice processing.
Excellent coordination and communication skills with tenants, contractors, suppliers and internal departments.
Proficient in MS Office, data management, reporting and documentation control.
Strong organizational, time-management and multitasking skills, with the ability to prioritize urgent maintenance requirements.
Good problem-solving, follow-up and record-keeping skills, with attention to accuracy and detail.