Job Description

Location:

Setia Alam, Seksyen 13

Employment Type:

Full-Time

Industry:

Property Management / Construction / Sports Recreation

Salary:

Competitive salary based on experience

Role Overview:

The

Facilities Executive

is responsible for managing and coordinating all aspects of building operations, maintenance, and tenancy administration to ensure a safe, clean, and efficient environment for tenants, visitors, and staff. This role involves close collaboration with vendors, contractors, and internal teams to uphold building standards, address tenant needs, and support operational excellence

Key Responsibilities:

1. Tenancy Administration

Prepare, review, and manage tenancy documents including agreements, renewals, and termination notices. Maintain a centralized and up-to-date database of all tenancy contracts, key lease dates, and terms. Ensure all tenants adhere to lease conditions such as permitted use, rent payments, and maintenance responsibilities.

2. Tenant Relations & Communication

Serve as the primary point of contact for all tenant-related matters, including inquiries, complaints, and operational requests. Coordinate tenant onboarding (move-in) and offboarding (move-out), including inspections, handovers, and key/card issuance. Conduct periodic check-ins, surveys, or feedback sessions with tenants to assess satisfaction and areas for improvement. Address and resolve tenant issues promptly and professionally, ensuring a positive tenant experience.

3. Rental & Billing Management

Collaborate with the finance team to prepare and issue rental invoices and utility bills. Monitor payment status, follow up on overdue accounts, and assist in collection efforts. Support the annual review of rental rates, service charges, and other tenancy-related financial adjustments.

4. Maintenance & Facility Coordination

Schedule and supervise building maintenance works, including HVAC, plumbing, lighting, electrical, and general repairs. Coordinate preventive maintenance to minimize downtime and ensure operational reliability. Act as a liaison between management and external contractors or service providers. Maintain records of maintenance activities and ensure timely completion of all work orders.

5. Office / Facility Supplies Management

Monitor and manage stock levels of office and facility supplies, cleaning materials, and tools. Place orders and coordinate deliveries of supplies when needed. Ensure that equipment such as printers, kitchen appliances, and lighting systems are in working condition.

6. Health, Safety, and Regulatory Compliance

Ensure compliance with all statutory and regulatory requirements related to workplace safety, fire safety, and building operations. Organize safety drills, first aid readiness, and safety training where necessary. Maintain up-to-date records of inspections, certifications, and licenses (e.g., fire certificates, lift maintenance).

7. Space & Asset Management

Track and manage allocation of office spaces, common areas, and furniture layouts. Support departmental relocations, renovations, and seating arrangements. Maintain an accurate inventory of company assets and equipment across both sites.

8. Vendor & Contract Management

Oversee third-party service providers (e.g., cleaning, pest control, landscaping, security) and evaluate service quality. Manage contract renewals, negotiations, and termination processes. Ensure vendors comply with safety and performance standards when operating on-site.

9. Administrative & Budget Support

Maintain complete documentation of facility operations including invoices, service reports, maintenance logs, and tenancy records. Assist in the preparation and tracking of budgets related to facilities, repairs, supplies, and services. Generate monthly or ad-hoc reports for management review.

10. Reception & Front Desk Oversight (Occasional)

Supervise reception area and front desk operations when necessary. Manage visitor registration, access card issuance, and parking arrangements. Ensure a welcoming and professional front-office experience for guests and clients.

Requirements:

Minimum Diploma in Business Administration, Facilities Management, or a related field At least 1-2 years of administrative experience, preferably in a maintenance or facilities environment Strong organizational and coordination skills Good communication skills (written and verbal) Proficient in Microsoft Office (Word, Excel, Outlook) Able to work independently and handle multiple tasks efficiently Familiarity with maintenance or facilities systems is an added advantage

Why Join Us?

Supportive and collaborative team environment Exposure to building maintenance and facilities operations Opportunities for professional development Stable company with long-term career prospects
Job Type: Full-time

Pay: RM3,000.00 - RM3,500.00 per month

Benefits:

Free parking Professional development
Language:

Do you speak English? (Required) Do you speak Bahasa? (Required)
Work Location: In person