RESPONSIBILITIES

Building and Facilities Operations

• Conduct regular building and workplace inspections with the Building & Facilities Lead, record defects and follow up until closure.
• Maintain the preventive maintenance and inspection calendar for building systems, facilities equipment and common areas.
• Coordinate scheduled maintenance, repairs, breakdowns and minor facilities improvement projects.
• Manage facilities helpdesk cases by recording requests, coordinating the relevant vendor or technician and tracking completion.
• Attend to contractors and vendors during site visits and verify that agreed works have been completed.
• Coordinate contractor documentation, including quotations, risk assessments, permits, purchase orders, job sheets and service reports.
• Maintain updated records of building plans, facilities equipment, assets, licenses, inspection certificates, warranties and insurance schedules.
• Monitor the expiry of service contracts, licenses, certificates and warranties, and initiate renewal at least 60 days in advance.
• Coordinate office cleaning, pest control, air-conditioning, fire-safety systems, electrical systems, security/access systems, vending or coffee machines and other facilities services.
• Maintain facilities keys, access items and other assigned Company property records.
• Support facilities-related emergency preparedness, fire drills and corrective-action follow-up.

Vendor, Purchasing and Cost Control

• Source quotations and prepare quotation comparisons for facilities, office and PPE purchases.
• Prepare purchase requisitions or purchase orders according to the Company’s approval requirements.
• Follow up with vendors on quotations, delivery schedules, outstanding work and supporting documents.
• Verify that invoices are supported by the approved quotation, PO, delivery order or service report before submission for approval.
• Maintain the facilities vendor and contract register, including contract value, expiry date, renewal terms and responsible contact person.
• Monitor facilities expenditure against the approved budget and highlight unusual or unplanned expenditure.
• Assist the Building & Facilities Lead in evaluating vendor performance and identifying cost-saving or service-improvement opportunities.
• Maintain proper records for facilities assets, purchases, disposals and related approval documents.

PPE, Uniform and Safety Equipment Administration

• Maintain accurate stock, issuance and acknowledgment records for safety shoes, helmets, gloves, uniforms, life vests and other approved PPE.
• Process approved PPE requests and arrange collection by employees.
• Conduct regular stock checks, maintain minimum stock levels and arrange timely replenishment.
• Maintain the life-vest register by serial number and assigned engineer.
• Monitor life-vest inspection and servicing expiry dates and arrange servicing one to two months in advance.
• Issue and track temporary spare life vests while assigned units are undergoing servicing.
• Coordinate inspection and servicing of fall-arrest systems and other safety equipment under the direction of the Building & Facilities Lead.
• Coordinate annual uniform ordering, distribution, and related records.
• Investigate and report any missing, damaged, or unreturned PPE or Company-issued equipment.