Facility Executive

Key Responsibilities

1. Facility Operations

• Manage the day-to-day operation of the assigned building, premises and facility services.
• Support the Facility Manager in operational planning, resource allocation and implementation of site requirements.
• Ensure smooth and uninterrupted delivery of all contracted services in accordance with the agreed scope of work and service-level requirements.
• Conduct regular site inspections and promptly address operational deficiencies.
• Maintain site logbooks, checklists, registers, reports and other required documentation.

2. Client Relationship Management

• Develop and maintain a professional working relationship with the client and authorised client representatives.
• Understand client requirements, identify service needs and coordinate the necessary operational support.
• Attend client meetings and provide updates on service performance, pending issues and corrective actions.
• Record, track and resolve client complaints within the prescribed turnaround time.
• Immediately escalate critical incidents, service disruptions and matters outside the approved scope or authority.

3. Service Delivery

• Ensure that all facility services are delivered according to the contract, approved SOPs, schedules and client requirements.
• Monitor service quality, manpower deployment, attendance, productivity and adherence to site instructions.
• Coordinate with housekeeping, technical services, security, helpdesk, pest control, landscaping, waste management and other service teams, as applicable.
• Identify service gaps and implement corrective and preventive actions.
• Ensure that service delivery records and supporting evidence are complete and available for client review and audit.

4. Equipment Operation and Maintenance

• Ensure that facility equipment and systems are operated according to manufacturer instructions, approved SOPs and safety requirements.
• Monitor equipment condition, performance and maintenance status.
• Coordinate preventive, predictive and breakdown maintenance according to the approved maintenance schedule.
• Ensure timely troubleshooting and repair of equipment breakdowns.
• Maintain equipment history cards, maintenance records, breakdown reports and spare-parts consumption details.
• Monitor the availability of tools, consumables, critical spares and maintenance supplies.
• Escalate recurring equipment failures and recommend corrective action, replacement or system upgrades.

5. Technical Supervision

• Allocate daily work to technicians and other operational employees based on preventive-maintenance schedules, breakdown requirements and client priorities.
• Provide clear work instructions and monitor completion, quality and safety compliance.
• Coordinate engineering support for repairs, modifications, installations and upgrade works.
• Ensure that only trained, competent and authorised employees perform specialised or hazardous technical work.
• Verify completed work and close work orders with appropriate records and client confirmation, where required.
• Identify employee training and skill-development requirements.

6. Vendor and Contractor Management

• Coordinate the day-to-day activities of approved vendors and contractors working at the site.
• Verify vendor manpower, attendance, work permits, tools, materials and required licences or certifications.
• Ensure that vendors follow site rules, safety procedures, contractual conditions and approved work methods.
• Monitor vendor performance against agreed service levels, schedules and quality standards.
• Verify completion of work and supporting documentation before recommending invoice certification.
• Report vendor delays, non-performance, unsafe practices or contractual deviations to the Facility Manager.

7. Safety and Compliance

• Ensure compliance with applicable health, safety, environmental and statutory requirements.
• Conduct toolbox talks, safety briefings and workplace inspections as required.
• Ensure appropriate use of personal protective equipment.
• Implement permit-to-work, lockout/tagout and other applicable safety controls for technical work.
• Report accidents, near misses, unsafe conditions and equipment failures immediately.
• Support incident investigation and implementation of corrective and preventive actions.
• Maintain required licences, certificates, inspection reports and compliance records.

8. Manpower and Attendance Coordination

• Monitor employee deployment, attendance, shift rosters, weekly rest, leave and overtime.
• Ensure adequate manpower availability for all shifts and contracted services.
• Coordinate replacement manpower for absence, leave or operational emergencies.
• Verify attendance and service records before submission for payroll and client billing.
• Ensure that employees comply with grooming, identification, conduct, safety and site requirements.

9. Reporting and Documentation

• Prepare and submit daily, weekly and monthly facility-management reports.
• Maintain records of complaints, work orders, preventive maintenance, breakdowns, equipment downtime, consumables and vendor performance.
• Track open actions and ensure closure within agreed timelines.
• Support client audits, internal audits and statutory inspections.
• Maintain confidentiality of client, employee and operational information.