Executive, Operations

JOB PURPOSE To assist in the management of building operations, maintenance, and tenant fit-out activities by coordinating with internal departments, tenants, consultants, and contractors. The role ensures that building maintenance and operational requirements are effectively managed, tenant fit-out and reinstatement works are executed in compliance with landlord standards and statutory regulations, and all handover, inspection, and project coordination activities are completed efficiently to support the safe and seamless operation of the property. JOB ACCOUNTABILITIES No. Accountabilities 1 Building Maintenance Assist in coordinating tenant fit-out, handover, and reinstatement works from commencement to completion. Monitor site progress and conduct inspections to ensure compliance with approved drawings, landlord fit-out guidelines, quality standards, and safety requirements. Coordinate with tenants, consultants, contractors, and internal departments to facilitate smooth project execution. Review and track fit-out submissions, approvals, permits, and maintain accurate project documentation and records. Support tenant handover, defect inspections, and reinstatement processes to ensure timely project completion. Prepare progress reports, update project trackers, and provide administrative support for fit-out activities. Ensure contractors comply with Health, Safety & Environment (HSE) requirements, statutory regulations, and landlord policies. Assist with operational and building maintenance coordination related to tenant fit-out works, ensuring minimal disruption to daily building operations. Prepare and update Individual Layout Plans (ILP) and related fit-out drawings for tenant reference and internal coordination. 2 Invoice and Payment Administrator Verifying invoices to ensure payments are made to the correct vendor for the goods and services delivered. Ensuring proper documentation and authorisation, verifying the accuracy, account coding, and approvals. Following up on vendor invoices and payments with Finance. Keeping all records of payment for easy tracking and reference in the shared folder. Monitoring and updating the payment listing. 3 Contract Administrator Reviewing and updating existing contract details and information in the Master List of Agreements. Ensuring timely contract renewal (initiating the renewal process 3 months before the contract expires). Sending notification and email reminders to the team when a contract is up for renewal. Preparing and disseminating information to appropriate employees regarding contract status. Maintaining detailed and organised files in an electronic repository for easy tracking. 4 AOP Administrator Responsible to assist in preparing, overseeing, monitoring, and assessing the flow of expenditure of Operations/Fit-Out units. Part of the team to prepare the AOP (Annual Operating Plan) for retail OPEX & CAPEX for the next financial year. Verify monthly variance reports (OPEX section) that generated by Finance Dept. and report the findings / discrepancy (if any) Input the findings to Monthly AOP Performance Report - Retail 5 Office Administrator Provide administrative support to the Management and department, as well as projects under Retail Dept’s portfolio when needed. Prepare and submit insurance claims documents. Prepare documents for proxies to attend Annual General Meetings (AGMs). Review and check documents before submitting for signatures and approvals. Answer phone calls and respond to customers’ requests and enquiries. Arrange meetings and appointments. Prepare and disseminate correspondence (memos, notices, letters). Support and facilitate the completion of relevant reports required by Management Maintain department filing system. Keep track of inventory and order supplies (printing & stationery and sundry) 6 Service Providers Assist to monitor/track the contractors’/service providers’ performance by ensuring monthly service reports are submitted promptly with complete supporting documents before submitting to the Management for review. Assist to conduct meeting with service providers whenever necessary. Assist to prepare any official documents such as management papers, letters, and minutes of meetings. 7 Tenant Management Assist Operations/Maintenance team to attend to tenants’ or customers’ complaints. Handle walk-in customer enquiries in the absence of the Operations team members – Contractor Work Permit, Shop Closure, Change in Air-conditioning Operation Hours, etc. Follow up on the progress in handling tenants’ or customers’ enquiries/complaints and updating the relevant parties accordingly. Ensure all complaints/issues are solved and closed properly. Assist to maintain good rapport/relationship with tenants/customers. Assist in the preparation of memos and notices to tenants (whenever necessary). MINIMUM ESSENTIAL QUALIFICATIONS & TECHNICAL COMPETENCES Formal Education Diploma or Bachelor's Degree in Building Maintenance, Building Services Engineering, Facilities Management, Property Management, Architecture, Interior Design, Building Surveying, Construction Management, Civil Engineering, Mechanical & Electrical (M&E) Engineering, or other related disciplines. Work Experience Total Work Experience: 1 to 3 years. Total Relevant Experience: At least 3 years of experience in Operations and Administrative work. Skills / Knowledge/ Qualifications Proficient in AutoCAD for preparing and updating Individual Layout Plans (ILP), fit-out drawings, and as-built drawings. Proficient in Adobe Creative Cloud (e.g., Adobe Photoshop, Illustrator, and Acrobat Pro) for preparing presentations, layout drawings, image editing, and project documentation. Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook). Knowledge of PDF editing and markup using Adobe Acrobat Pro. Familiarity with construction drawings, building services (M&E), and fit-out documentation is an advantage.