Job Title

Property Executive (West)

Job Description Summary

Under the supervision of the Facilities Manager, the Assistant Facilities Manager supports the facilities organization at a specific location, set of buildings, or campus environment. The Assistant Facilities Manager is charged with supporting the day-to-day implementation of policies, procedures, programs and workplace services delivery that provides a well-managed and well-maintained building. Places an emphasis on a positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination with the client's goals and objectives.

Job Description

About the Role

The role of a Property Executive typically involves overseeing the management and administration of rental properties of behalf of the client.

• Tenant Relations: Building and maintaining positive relationships with tenants. This includes addressing their concerns, handling complaints, and ensuring their needs are met throughout their tenancy.
• Fit-out works: Conduct, manage and coordinate pre- and post-fit-out survey works with tenants and their Contractor. Ensuring that the tenants do not carry out fit-out works without client’s endorsement of the plan, advise the tenants to carry out plan submission prior to work commencement, advise on Landlord’s requirements and the correct procedure in plan submission to client or other relevant Authorities, assist to review the fit-out plans, arrange or coordinate the meetings with tenants and their consultants to seek clarification and better understanding of their intended fit-out works, check the availability of utility connection points and advice client and prospects accordingly, check the availability of existing M&E services and others works which may interface with the Tenants’ fit-out work.
• Property Inspections: Conducting regular inspections of rental properties to assess their condition, identify maintenance needs, and ensure compliance with lease agreements and that the tenants do not engage or carry out any unauthorized activities.
• Handing & Taking Over of Premises: Carry out joint inspection, walk-through and testing of M&E equipment with vacating tenant to ensure reinstatement works and defects have been rectified. Ensure that the vacating lessee has carried out proper termination procedures for utilities supply ad closure of utilities accounts. Prior to handover or taking over new tenant, carrying out inspection to identify any defects rectified, ensure cleanliness is present, prepare handover inspection checklist, take photographs handover unit condition any other documentation required by client.
• Maintenance Coordination: Overseeing property maintenance repair work. This involves arranging for necessary repairs hiring contractors to ensure that maintenance issues are promptly addressed.
• Property Viewing: Assisting in rental property viewing. Clean and prepare the premises prior to viewing, provide escort in viewing the units.
• Legal Compliance: Ensuring that all rental properties are compliant with local and national rental laws and regulations. Staying up to date with changes in tenancy agreements.
• Reporting: Preparing occupancy and visitorship reports related to respective buildings.
• Conflict Resolution: Mediating disputes between tenants, addressing conflicts, and finding amicable solutions.
• Administrative Tasks: Handling various administrative duties, such as maintaining records (e.g. contact details, minutes of meeting, letter of consent, as-built drawings, notices of approval, fire safety cert., etc), make announcement to Tenants and organizing documentation related to tenancy.
• Property Upkeep and Enhancement: Suggesting improvements or upgrades to enhance the property's value and appeal to potential tenants.
• Health and Safety Compliance: Ensuring that rental properties meet health and safety standards and conducting regular safety checks.
• Communication: Maintaining regular communication with Landlord, providing updates on property performance, and seeking approval for major decisions.
• Any other work that may be assigned by client or superior.

​About You

• Diploma in Building or Facilities disciplines with minimum of 6 years of experience (with M&E and/or civil/building background is preferred), or ITE/NTC facility management or technical disciplines with minimum of 8 years of experience.

INCO: “Cushman & Wakefield”