Facilities/Building/Property/Project/Admin Manager

Location:

Kuala Lumpur, Federal Territory of Kuala Lumpur, Malaysia

Salary:

RM 7500

Posted:

July 13, 2020

Contact this candidate

Resume:

RESUME

MUHAMMAD YUSUF BIN JAAFAR

Address :No ** Jalan Sungai

Mulia, Batu 5 Gombak

***** ***** ******

Contact Number :012 – 232 6558 (Mobile)

*** – 288 0071 (Mobile)

EmailAddress :**********@*****.***

*************@*****.***

PERSONAL PARTICULAR

Identification Card : 760***-**-**** Marital Status : Married Date of Birth : 24th February 1976 Place of Birth : Kuala Lumpur Race

Muslim

Religion

Islam

Nationality : Malaysian Health : Excellent

Number of Dependents : 4 Driving License : D, E

Others : PSV, GDL (Bus &

Lorry)

Language/ Spoken /Written

Languages Proficiency level:

0 - Poor,10 - Excellent

Bahasa Malaysia 10 /English 8 / Arabic 5

SKILLS

Payroll (9 years), Safety Management (8 years), Management Accounting (8 years), Facility Management (8 years), Account Management (8 years), Public Relation (9 years), SOLVING PROBLEM (9 years), Administrative (10+ years), Construction Management (7 years), Training & Development (8 years), Project Management (9 years), Team Management(11+years) MILITARY SERVICE

Service Country: Malaysia

Branch: Ikatan Relawan Rakyat Malaysia (RELA) Kementerian Dalam Negeri Rank: MEJAR KEHORMAT

Urban Wellbeing, Housing and Local Government Training Institute (I-KPKT)/COB Panel of Speakers and Consultants I- KPKT (Residential and Commercial Building Management) Social Activity/NGO’s:-

Pengerusi Skuad 1 Malaysia Agensi Dadah Kebangsaan Malaysia(AADK)Kementerian Dalam Negeri (KDN) Timbalan Pengerusi Persatuan Penduduk Parlimen Wangsa Maju(Dewan Bandaraya Kuala Lumpur(DBKL)) Setiausaha Kawasan Rukun Tetangga Daerah Sentul Wilayah Persekutuan Kuala Lumpur(Jabatan Perpaduan Negara dan Intergrasi Nasioanal (JPNIN)) Setiausaha Komuniti 1 Malaysia Parlimen Wangsa Maju Wilayah Persekutuan Kuala Lumpur(Jabatan Penerangan Malaysia )

EDUCATIONAL BACKGROUND

Diploma:-

Diploma Business Studies, Accountancy & Information Technology, Binary Business School Diploma Civil Engineering, Universiti Teknologi Mara (UiTM) Advance Diploma Business Studies(ABE.UK), Association of Business Executives UK DEGREE:-

Degree in Corporate Communications / Mass Communications, Universiti Putra Malaysia (UPM – PJJ) Degree in Civil Engineering, Universiti Teknologi Malaysia (UTM Space) MASTER:-

Master Business Admin /SARJANAEKONOMI,Universiti Andalas CERTIFIED COMPETENT :-

Energ Auditor(CEA-040-2019), Energy Commission(ST)

Competant Building/Complex Facilities Maintenance and Operation, School of Professional-HRDF

Certtified Instructor Lift Emergency Mantrap, Department of Occupational SafetyandHealth Malaysia.(DOSH)

Certified Safety and Health Officer-Green Book,Department of Occupational SafetyandHealth Malaysia.(DOSH)

Competent for Operation Gadola System(Commercial Building),Department of Occupational SafetyandHealth Malaysia.(DOSH)

Certified Traffic Management Officer (TD182583), CONSTRUCTION INDUSTRY DEVELOPMENT BOARD (CIDB)

Certified Facilities Manager(FM01/02), CONSTRUCTION INDUSTRY DEVELOPMENT BOARD (CIDB)

Facility / Building QLASSIC Appraisal Manager, CONSTRUCTION INDUSTRY DEVELOPMENT BOARD (CIDB)

Certified Fire Safety Building Officer, Academic Fire And Rescue Malaysia(BOMBA)

Property Manager, The Board of Valuers, Appraisers, Estate Agents and Property Managers(LPPEH)

Real Estate Negotiator (34933),The Board of Valuers, Appraisers, Estate Agents and Property Managers(LPPEH)

GreenRE Manager(GREM0243),REDHA-KETTHA

Certified International Project Manager (CIPM-403*-*******), KEMENTERIAN KERJA RAYA & AAPM

CERTIFIED LEAD AUDITOR FOR ISO QMS/ABMS/EMS/OHS,SIRIM&THESYSTEMS 3 GROUP PTY LTD

Certified for Building and Facilities Manager (FM2008), Malaysian Public Works Department(JKR)

Certificated Testing and Relay Calibration, Energy Commission(ST)

Certifed CompanySecretary/Audit (LS 0009761), Companies Commission of Malaysia (SSM)

Certificate of the Malaysian Insurance Institute (CMII- 97-14-B-AB), General PCEIA

Competent Certification Train the Trainer (TTT-21470) The Human Resources Deveploment Fund(HRDF)

IBS PROFESSIONAL CERTIFICATE(IBS2020-10-00109-M), CONSTRUCTION INDUSTRY DEVELOPMENT BOARD (CIDB)

CERTIFIED ENERGY MANAGER(REEM-810), MAESCO

BUILDING/PROPERTY MANAGER RESENDENSI PANDAN MAS 2

2018 UNTIL CURRENT

ADMINISTRATIVE FUNCTIONS

Advise the Management of all matters regarding the affairs of the building and its property

Implement and regulate all instructions, bylaws and laws permitted under the requirements of the SMA and House rules

Convene, attend and take minutes of all meetings / general meetings pertaining to the Building

Deal with all inquiries, complaints, reports and correspondence relating to the administration of the building management, its property and Subsidiary Proprietors

Act on behalf of the building management and as directed by building management with regard to any notice or order made by any competent public or statutory authority on matters pertaining to the management and its property

Liaise, schedule and supervise all contracted services and works. i.e. Security, cleaning, pest control, M & E maintenance etc.  As far as the maintenance service contracts are concerned, the service reports provided by the service providers shall be promptly reviewed and if there are any recommendations made and or defects highlighted this must be addressed without undue delay

To ensure the information and statistical data in the monthly MA report for the Management are prepared timely and ensure correctness on the information contained therein

Initiate the processes for holding an AGM/EGM as well as other processes related to the management of stratified property as per the SMA FINANCIAL FUNCTIONS

Collect, demand and recover on behalf of building management all monies due to management and to take all necessary steps including legal proceedings to recover such sums as directed by or subject to the approval of the management

Pay and discharge monies so collected all rates, taxes, premiums, rents, license fees, statutory charges, professional fees, repairs, renovation, redecoration, maintenance works and other outgoing or recurrent expenditure, properly incurred on behalf of the management

Ensure proper records are maintained on monies received and expended on behalf of the building management

Ensure that the Finance Policy is strictly complied with. Cash and cheque collection by the Admin staff are kept secured in a safe until they are deposited into the bank account of the building management as stipulated in the Finance Policy

All supporting receipts for claims under petty cash must be duly stamped “paid “and date of payment shall be indicated therein. All staff shall complete a petty cash claim form for the respective claims

Prepare and submit an annual budget for the determination of expenses and to advise and recommend rates of contributions

Submit a financial report to management on 20th of each month on the financial state of the management after the close of each calendar month

Oversee requisitions for quotations to ensure proper cost control

Request, act, negotiate, appoint and award, with the approval of and on behalf of the management, on all contractual matters governing the property

Initiate cost savings and generate value through implementation of new technology, sound economic and financial policies. E.g. Keep expenditure within budget.&nbsp &

MAINTENANCE FUNCTIONS

Manage and properly maintain the property and keep it in a state of good and operational condition, and in compliance of all relevant legislation, standards and requirements governing the maintenance and management of buildings in Malaysia, including customary practices

Prepare specifications, call tenders / quotations and evaluate and make recommendations to management for term contract services and ad - hoc work / purchase

Execute renewal and/or new contracts and agreements

Conduct weekly inspections of the property to ensure that the property is properly maintained and serviced by staff (in accordance to the maintenance checklist) and/or contractors (in accordance to their servicing schedule

Manage the site staff (Building Officer, Technician and Administrative Assistant including their performance, behaviour and attitude to the best interest of the management

Have a familiarisation programmes for the Building Officer and Admin Assistant on the routine roles of the CM, so as to equip them with the basics to manage the office in the absence of the CM. (medical leave and on leave for a duration of up to three working days

Formulate checklists for the operation and maintenance of the management. I.e. Building inspection checklist, generator set etc

Propose / recommend any other improvement and addition as required / directed, to submission for approval of renovation work in individual unit and arrange for inspection of unit after renovation for refund

Any other duties assigned by the Management pertaining to affairs of management

To propose training programmes that are relevant for the skills upgrade and to keep abreast of changes in the industry in the effective management of the estate affairs

Prepare and circulate the monthly leave schedule of all site staff, copy of which shall be posted in the meeting room Knowledgeable

Akta Bekalan Elektrik 1990,

Akta Parit dan Bangunan 1974,

Akta 341 Bomba,,

Akta Suruhanjaya Tenaga 2001,

Akta 757 Pengurusan Starata,

Akta 318 Hak Milik Starta,,

Akta 133 Jalan,Parit dan Bangunan,

Akta Pemaju Perumahan 1966,

Peraturan Pengurusan Starata 2016,

Akta 665 Bekalan Air,Tribunal Perumahan dan Pengurusan Strata Uniform Building by Law 1984

Special Expertise

Facilities Management, Energy Saving Management, GreenRe Management, Project Management, Risk Management, ISO Management QMS/ABMS/EMS/OHS, Facilities Audit Management, Safety Environmental and Health, Energy Audit,EngineeringExpert(Civil,Elec,Mec),TrafficManagement,, Developmet,Marketing and Sales. Real Estate Managemet(REN,PropertyManager) Train The Trainer(TTT), Insurance,,Admin and Finance Management,Operatioan,Planning and Special Task Managemet,Procument Management HEAD OF OPERATION AND FACILITIES

SEMASA SERVICES SDN BHD (2015-2018)

TASK

Facilities Management:

Landlord Management / coordination

Emergency point of contact.

General services and maintenance

Building security & safety

Lease matters

General facilities and upkeep

Office cleaning, pantry equipment, pest control and upkeep Plan and manage the Preventive maintenance schedule Coordinate with vendor(s) for adhoc works

Communicate schedule on carpet cleaning

Plan and management waste removal/disposal/Risk Management Plan and coordinate data room specialist cleaning

Management of Office Tea Lady services

Space & Move Management

Workplace Safety management

Conduct premises inspections

Schedule rectifications and improvements where required Management of hazardous substances

Indoor air quality checks

Fixed Asset management & external storage

General Insurance management

FM & DCM Reporting

Reception management

Room booking system management Procurement of

office sundries & pantry supplies Management of

Office Tea Lady

Manage mail services, courier services, international courier services, Manage print services

Manage company car, vehicle maintenance & security, mileage monitoring, vehicle insurance and driver service Provide helpdesk support services locally - Building's overtime aircond, assignment of cards, updating guidelines of overtime aircond Supervise & manage Facilities Management personnel

Engineering Management:

Equipment breakdowns and repairs

Preventive Maintenance

Lifecycle Maintenance

Incident reporting & escalations

Local point of contact 24/7 Change

Management

Review of works documents

Energy management and monitoring Manage

facilities and engineering drawings

Projects:

Coordinate office restack with project team

Manage and coordinate minor churns

Conduct Handover and inspections and rectifications Security

Manage Building Access Card (issuance, issues, retrieval) Owner of emergency access card to access to all the rooms Reconciliation of temporary cards

Liaise with service provider for repair and maintenance Regular testing of security system

Coordinate Fire evacuation drills & fire warden training Liaise with landlord on security updates/issues/requirements

General Administration

Contract management including sourcing, renewals. Regular update on BIA/BCP on CRES items

Procure non-IT equipment and consumables for the office according to policies and guidelines via systems with appropriate approvals. Record retention administrator

Budget and expense tracking

Manage office signage

Procurement and Outsourcing management matters General invoicing and payments - Verification of invoices Confidential document destruction

Asset Management and FCA Report

Liaise with the authorities(FC-(BOMBA)LIFT,GADOLA,ESCALATOR-

(DOSH/JKKP)/GENSET-(ST)UTILITIES-(TNB&PERBADANANAIR)etc-(local autorities)

JOB SCOPE-Detail

BUILDING

• Lead, manage & develop facilities team,customer relations, administration and Credit Control Staff.

• Manage day to day operations and upkeep of the Building and properties within the Group.

• Liaise with the stakeholders and tenants and ensure customer satisfaction.

• Ensure full compliance to the regulations and relevant certifications. Liaise with the authorities and regulatory organisations as necessary.

• Establish and administer policies and SOP of the Building. Revise Building Rules and Regulations, Tenant & Handbook and Forms as appropriate from time to time.

• Facilitate handover of demised premises, monitor fit out renovations carried out by the tenants and contractors, provide professional advice as appropriate to ensure compliance to the regulations and relevant certifications.

• Work closely with Project, Technical team and contractors on Building upgrading, defect rectification, preventive maintenance and services.

• Responsible for budget preparation and cost monitoring.

• Review contracts with suppliers and contractors, negotiate on the terms and achieve cost savings.

• Monitor collection and credit control to maintain healthy financial status.

• Review tenancy agreements, leasing strategy, pricing and resolve tenants’ related matters.

• Conduct annual fire drill, lead regulatory audit inspections and visits from various parties.

• Organise social events and activities for the Building to promote pleasant and fun environment.

• Decorate the building and coordinate celebrations during festivals.

• Prepare Notices and Memos, correspondences with tenants, and respond to enquiries.

• Prepare Executive Management Report, Billing and Aging Reports.

• delegate responsibility among team members and foster a spirit of teamwork and unity among team members and working effectively together to enable each member and the department tosucceed.

• implement system/process that perform the work and fulfil the mission and the goals of the department efficiently and effectively.

• ensure the team implementing the property management policies successfully. monitor outsource property/facility managers carry out the planned preventive maintenance and implementation of scheduled activitie

• To ensure the team the team conduct regular visits to the property portfolio to ensure that the buildings are satisfactorily managed and maintained. To review and prepare Approval Request memo received from Outsource property/facility managers for Management approval

• To review every proposals received from Outsource property/facility manager on repair, service and maintenance works.

• To verify every utilities bills, invoices for property expenses and property taxes before submitting to the account department for payment

• Tenancy Agreement of building under the Property Portfolio.To review the terms and conditions of the Tenancy Agreement wit the assistance from the Legal Department.

• To monitor tenancy list is updated on monthly basis.

• To monitor tenancy renewals, terminations and extension of space of the current tenant under the Property Portfolio.

• To inform and assist Leasing and Marketing unit to market vacant spaces available under the Property Portfolio.

• To monitor all insurance claims for properties under Property Portfolio are processed until receive ofpayment.

• To monitor data and information of the Property Portfolio are updated in the IFCA Property Portfolio Management System.

• To identify any asset enhancement initiatives in the Property Portfolio to be under taken. To comply with the Property Management Standard Operation Procedure setup by the company and ISO Certification body.

MALL

• Maintain good communication and business relations with tenants, handling tenants’ complaints and queries professionally and act in the best interest of Company.Maintain close relationships with Mall Operation teams as well as consultants to ensure that all tenants requests, issues, or cases are attended appropriately and in a timely manner.

• To constantly look out the latest retail market trend, concept, brands, products, services, as well as shopping mall industry development and implement and develop flexible system focusing on monitoring of consultants / contractors / vendors’ service contract as well as delivery of task.

• To undertake feasibility studies and make recommendations and execution of new development assignment within the Mall.

• Prepare plans and schedules for regular and periodic maintenance in conjunction with relevant Department Heads and follow up on quality and execution.

• Maintain and monitor procedures and records relating to the factory outlet shopping mall’s structure, mechanical, electrical maintenance and preparation and maintenance of the service charge budget and expenditure

• Ensure that overall structure and machinery is being effectively and efficiently maintained by third party contractors in accordance with the maintenance schedules and that all records are accurately maintained.

Safety & Health & Environment

• Ensure all Health, Safety and Environmental statutory obligations and industry best practice procedures and systems are adhered to the emergency planning and business continuity plan, reviewing and updating as necessary to ensure optimum effectiveness.

• Ensure that all accident and incident reporting, including insurance and statutory forms and procedures are correctly completed and adhered to all visitors, contractors and occupiers adhere to site health, safety and environmental procedures and are compliant with appropriate regulations.

Carpark Management, Housekeeping and Landscape Architecture

• To manage and ensure the efficient delivery of building operation management including facility management, maintenance, security, safety, car parking management, housekeeping, pest control, waste management, landscaping, engineering services and etc.

• Develop and manage the operation expenses and budget planning and inspection on tenant’s fit-out and ensure the fit-out works comply to the Mall’s requirements and manage the operations of the Mall’s car parking system

• To review and anticipate traffic flow, take necessary action to prevent traffic congestion and minimize shopper inconvenience and ensure the income integrity for the entire carpark collections.

• To maintain and improve the cleaning services and standard of hygiene set by the Management and audit on the collection and management of waste disposal.

• Coordinate with landscape architect in the selection and purchasing of plants, fertilizers and disease control.

• To coordinate on plant arrangements and decorations according to festive seasons or Mall events.

• To work with tenants on the reserved bays and season passes allocation and coordinate and liaise with local authorities officers during monthly health inspection in the Mall.

• Oversee and monitor the execution of landscape works in the rooftop garden.

Security

• To ensure a proper security system is implemented to safe guard the building properties as well as the security & safety of the tenants and shoppers

• Plan, review and to ensure overall security policies and procedures are adhered by all Security personnel

• To ensure security procedure and work instructions are reviewed from time to time to accommodate for current situations.

• Liaise with all head of department on security issues.

• Ensure disciplines of all security guards performance and function at all times.

• Lead Emergency Response Team on the performance, procedures, training etc. in order to ensure the emergency situations or cases will be manage accordingly.

• Pro-active approach towards crime prevention ande security investigation report to be carry out in event of incident or crime case occurred in the premises.

Knowledgeable