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Building Executive

Location: Klang Valley, Malaysia
Reports To: Building Manager

Position Overview

The Building Executive is responsible for the comprehensive management of bank facilities, encompassing both internal spaces and common areas. This role serves as the primary point of contact for facility-related matters, managing day-to-day operations, coordinating helpdesk activities, and providing support for finance-related functions to ensure optimal workplace functionality and cost efficiency.

Key Responsibilities

Facilities Management

Oversee the daily operations and maintenance of all bank premises within assigned locations, including office spaces, common areas, meeting rooms, pantries, and other facilities. Conduct regular inspections to ensure all areas meet bank standards for cleanliness, safety, and functionality. Coordinate with building management, landlords, and service providers to address facility issues promptly and escalate complex matters to the Building Manager. Manage vendor relationships for cleaning services, security, landscaping, pest control, and other facility-related contracts. Ensure compliance with building regulations, safety standards, and bank policies across all managed spaces. Monitor building systems including HVAC, lighting, plumbing, and electrical systems, reporting anomalies immediately.

Space Planning and Optimization

Monitor space utilization and recommend improvements to the Building Manager to enhance efficiency and employee experience. Coordinate office moves, relocations, and workspace reconfigurations as required. Maintain accurate and up-to-date records of space allocation, floor plans, and seating arrangements. Support new branch or office setup activities, including fit-out coordination and furniture procurement. Assist in planning space requirements for business expansion or consolidation initiatives.

Helpdesk Administration

Manage the facilities helpdesk function, serving as first point of contact for staff queries and service requests related to facilities. Log, track, and resolve facility-related tickets through the helpdesk system in a timely and efficient manner. Coordinate responses to requests for maintenance, repairs, equipment replacements, and general facility services. Escalate complex or high-priority issues to the Building Manager and follow through to resolution. Generate helpdesk performance reports and identify trends for continuous improvement. Ensure service level agreements and response time targets are consistently met. Maintain courteous and professional communication with all internal customers.

Finance Support Activities

Assist the Building Manager in budget preparation and monitoring for facility-related expenditures. Process invoices, purchase orders, and payment requests for facility services and vendors, ensuring accuracy and proper documentation. Maintain accurate records of facility expenses and track costs against approved budgets on a monthly basis. Support monthly financial reconciliation activities related to facility operations. Prepare cost analysis reports and identify opportunities for cost optimization and efficiency improvements. Coordinate with Finance team on accruals, provisions, and variance explanations related to facility spending. Verify invoices against service agreements and purchase orders before submitting for approval. Maintain organized filing systems for all financial documentation related to facilities.

Vendor and Contract Management

Manage day-to-day relationships with facility service providers and ensure service level agreements are consistently met. Conduct vendor performance evaluations and provide feedback to the Building Manager for contract renewals or changes. Obtain competitive quotations for facility services and support procurement processes as directed. Coordinate contractor access, permits, and insurance documentation in compliance with bank security protocols. Ensure all vendor invoices are verified for accuracy and completeness before processing. Maintain a comprehensive database of approved vendors, contracts, and contact information. Monitor contractor work quality and adherence to safety standards.

Health, Safety and Compliance

Ensure workplace safety standards are maintained across all facilities in accordance with regulatory requirements. Coordinate fire drills, safety inspections, and emergency preparedness activities with relevant stakeholders. Maintain records of safety equipment inspections, certifications, and compliance documentation. Liaise with relevant authorities on building compliance matters and facilitate inspections as required. Support business continuity planning from a facilities perspective. Conduct risk assessments for facility-related activities and implement mitigation measures. Ensure proper signage and safety equipment are in place and functional.

Administrative Duties and Reporting

Maintain comprehensive documentation for all facility-related activities, contracts, warranties, and maintenance records. Prepare regular reports for the Building Manager on facility performance, incidents, cost tracking, and improvement initiatives. Support internal and external audits by providing necessary facility documentation and records. Coordinate with internal stakeholders including HR, IT, Operations, and Security on cross-functional facility matters. Maintain asset registers for facility equipment and furniture. Assist the Building Manager with special projects and strategic initiatives as assigned.

Required Qualifications

Education

• Diploma or Bachelor's degree in Facilities Management, Property Management, Building Services, Business Administration, or related field

Experience

• Minimum 3-5 years of experience in facilities management, preferably in banking, financial services, or corporate environment
• Prior experience managing helpdesk operations or customer service functions
• Experience supporting finance or budgeting activities is advantageous
• Familiarity with building management systems, maintenance procedures, and service contracts

Technical Skills

• Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook)
• Experience with helpdesk ticketing systems or facility management software (e.g., CAFM systems)
• Basic understanding of accounting processes, invoice processing, and budget management
• Knowledge of building regulations, safety standards, and compliance requirements in Malaysia
• Familiarity with building systems (HVAC, electrical, plumbing) is an advantage

Key Competencies

• Strong organizational and multitasking abilities with attention to detail
• Excellent communication and interpersonal skills in Bahasa Malaysia and English
• Problem-solving mindset with ability to make sound decisions under pressure
• Ability to work independently while keeping the Building Manager informed
• Customer service orientation with professional and courteous demeanor
• Vendor management and basic negotiation skills
• Financial acumen and cost consciousness
• Analytical skills for reporting and identifying improvement opportunities

Personal Attributes

• Proactive and self-motivated with strong initiative
• Adaptable to changing priorities and able to manage multiple projects simultaneously
• Team player with collaborative approach across departments
• Reliable and able to respond to urgent facility issues, including outside regular hours when necessary
• Integrity and discretion when handling sensitive information and financial matters
• Detail-oriented with commitment to accuracy and quality

Working Conditions

• Standard office hours (Monday to Friday) with flexibility required for urgent facility matters
• Occasional site visits to multiple locations within Klang Valley
• May require coordination with contractors outside regular business hours for critical repairs or maintenance
• Valid driver's license and own transport preferred for site visits between locations
• Ability to conduct physical inspections including walking through facilities and accessing various areas

Key Performance Indicators

• Helpdesk ticket resolution time and customer satisfaction ratings
• Budget adherence and cost optimization achievements
• Vendor performance and contract compliance
• Facility inspection scores and compliance audit results
• Timely completion of administrative and financial reporting
• Space utilization efficiency metrics

This position offers an opportunity to play a vital role in maintaining optimal workplace environments that support business operations and enhance employee experience within the banking sector, while developing facilities management expertise under the guidance of an experienced Building Manager.

Location:

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