Facilities Executive - Town Management

We are seeking a proactive and service-oriented Facilities Executive – Town Management to support the day-to-day operations of the community/township, ensuring efficient facilities management, smooth maintenance coordination, high tenant satisfaction, and compliance with company standards and community regulations.

The ideal candidate will assist the Facilities Manager in maintaining operational excellence across all community services, tenant relations, maintenance activities, and administrative functions.

Key Responsibilities

• Support the operation of the town/community in accordance with best-in-class town management standards and assist in monitoring market and competitor benchmarks.
• Assist in implementing, communicating, and enforcing community rules, regulations, and policies.
• Receive, record, coordinate, and follow up on maintenance requests and repairs related to buildings, utilities, and equipment, ensuring timely resolution.
• Support the implementation of preventive maintenance programs in coordination with the Chief Engineer and maintenance teams.
• Ensure safety, security, and health standards are maintained at all times and assist in handling emergency situations, including preparation of incident reports and corrective actions.
• Maintain accurate records of tenant complaints and ensure effective follow-up systems are in place to support tenant satisfaction and service improvement.
• Conduct regular site inspections to ensure operational and quality standards are maintained and report risks or corrective actions to management.
• Build and maintain positive relationships with tenants and gather feedback to support continuous improvement initiatives.
• Assist in supervising contractors and service providers to ensure services are delivered in accordance with agreed contractual terms and quality standards.
• Support compliance with all legal, regulatory, and municipal requirements to avoid violations and penalties.
• Assist in implementing approved policies and procedures governing community operations, facilities usage, and tenant relations.
• Support the coordination and execution of community engagement activities and events.
• Identify opportunities to improve facilities, operational efficiency, and service delivery, and communicate recommendations to management.
• Monitor any tenant alterations or modifications within the property and ensure all required approvals are obtained.
• Assist in preparing monthly operational reports covering maintenance activities, tenant feedback, trends, and operational updates.
• Support preparation of performance, statistical, budgeting, and forecasting reports.
• Assist in monitoring departmental expenses and maintaining cost control in line with approved budgets.
• Support verification of payment discrepancies and ensure compliance with financial and purchasing procedures.
• Prepare work schedules, maintenance coordination plans, and store requisitions in a timely manner.
• Monitor inventory levels and support procurement activities for maintenance supplies, spare parts, and services.
• Ensure compliance with company ethics and policies regarding third-party dealings, commissions, and contractor relationships.
• Coordinate with the Human Resources Department to support recruitment, onboarding, and manpower requirements when needed.
• Assist in identifying training needs, maintaining training records, and supporting employee development initiatives.
• Promote professionalism, proper grooming, hygiene, and positive conduct within the team.
• Support employee relations initiatives and maintain effective communication across departments.
• Assist in conducting staff performance reviews and appraisals within designated timelines.
• Carry out any additional operational duties assigned by the Director or Management.

General Responsibilities

• Promote efficiency, professionalism, courtesy, and excellent customer service standards.
• Foster strong inter-departmental relationships and teamwork.
• Maintain a positive attitude and professional company image at all times.
• Demonstrate pride in the workplace and maintain a professional appearance.
• Adhere to company and property policies, procedures, and regulations.