DFI Retail Group

Department: Property

Position: Facilities Senior Associate

Job Grade: 10 

Reports to: Senior Property Manager

Role Purpose

The Facilities Senior Associate handles the efficient, safe, and effective operation of building facilities and M&E asset management across SSC, DC and Singapore Stores. The role ensures a proper, safe, and functional working environment for all stakeholders.

Principal Accountabilities

1.     Facilities Management Operations, Documentation & Administration

·       Oversee the daily operations of building facilities, M&E assets, and equipment across stores, offices, and warehouses to ensure a safe, compliant, and functional environment for all stakeholders.

·       Maintain asset inventory, tagging, tracking, and lifecycle management of facilities-related assets.

·       Manage Planned Preventive Maintenance (PPM) programs and ensure timely execution of maintenance activities by approved vendors.

·       Conduct root cause analysis of facility-related issues and implement corrective and preventive actions to minimise recurrence.

·       Manage service requests, feedback, and complaints, ensuring timely resolution through effective stakeholder engagement and regular review sessions.

·       Administer and maintain the MyFM application, including user support, system updates, onboarding training for new hires, and refresher training for stakeholders.

·       Coordinate and manage building improvement, renovation, reinstatement, and retrofitting projects within tenanted premises.

·       Lead the procurement and contract management of facilities-related services, equipment, and assets in accordance with DFI procurement policies, SOPs, and governance requirements.

·       Maintain accurate facilities documentation, including weekly reports, ISO documentation, iPOS approvals, certificates, licences, service records, and audit documentation.

·       Ensure documentation is maintained and readily available for internal and external audits

2.     Budget & Cost Management

·       Manage facilities-related operating expenses and service contracts, providing regular updates to stakeholders on cost implications and changes.

·       Prepare, monitor, analyse, and control OPEX and CAPEX budgets to ensure effective cost management and budget compliance.

·       Identify opportunities for cost optimisation while maintaining operational efficiency and service standards.

·       Review vendor performance and expenditure to ensure value for money and service excellence.

3.     Regulatory Compliance, Safety & Sustainability

·       Serve as the appointed Chief Fire Warden, Safety Management Committee (SMC) representative, or Site Incident Controller (SIC), promoting workplace safety and ensuring compliance with fire safety regulations.

·       Act as the liaison officer for security, safety, and emergency response matters within the assigned cluster when required.

·       Ensure compliance with all applicable regulatory requirements, including Environmental, Health & Safety (EHS), fire safety, workplace safety, and building regulations.

·       Coordinate annual building shutdowns, statutory testing, inspections, and maintenance activities with stakeholders and approved vendors.

·       Support ESG, sustainability, waste management, and water efficiency initiatives by coordinating data collection and submissions to relevant authorities.

·       Drive continuous improvement initiatives to enhance operational efficiency, sustainability, and compliance standards.

4.     Regulatory Compliance, Safety & Sustainability

·       Build and maintain strong relationships with internal stakeholders, landlords, service providers, and contractors.

·       Monitor vendor performance against service level agreements (SLAs) and contractual obligations.

·       Ensure contractors comply with DFI policies, safety requirements, and regulatory standards while performing works on-site.

·       Any other duties.

REQUIREMENT AND QUALIFICATIONS

1.     Degree in Facilities Management, Engineering, Building Services, Mechanical/Electrical Engineering, or related field 

2.     3 years of experience in facilities management, building operations, or M&E maintenance within commercial, retail, or warehouse environments 

3.     Proven experience in managing building operations, maintenance works, and vendor performance 

4.     Experience in contractor / vendor management and service contract negotiation 

5.     Strong understanding of building services, M&E systems, and Planned Preventive Maintenance (PPM) processes 

6.     Strong knowledge of regulatory compliance, including EHS, fire safety, and ESG requirements 

7.     Strong analytical and problem-solving skills with ability to conduct root cause analysis 

8.     Proficient in Microsoft Excel and basic reporting / documentation systems (e.g. ISO documentation, iPOS or equivalent systems) 

9.     Good stakeholder management and communication skills across internal teams and external vendors 

10.  Ability to manage multiple priorities, work independently, and handle operational issues in a fast-paced environment