Property Management

Job Description

About Exera Vietnam

Your Trusted Partner in Integrated Facility Management EXERA Vietnam is an Integrated Facility Management (IFM) services provider, dedicated to creating safe, efficient and sustainable work environments for our clients.

With a strong presence since 2012 in Myanmar, we have expanded our operation to Vietnam in 2023, further solidifying our commitment to delivering exceptional IFM solution across Southeast Asia. With years of experience, we have become an indispensable contributor to the corporate sector, offering tailored solutions to meet the diverse needs of business and organization. We provide IFM services, specializing in on-site Facility Management, Office Services, Technical Services, Soft Services, and more.

We prioritize quality and professionalism. You can be confident that we use only reliable and qualified personnel for your peace of mind at managing your business and your organizations. At EXERA Vietnam, customer satisfaction is paramount. We fully train and equip our officers to present the best possible image for our customers and to enhance our own image and reputation. We are committed to delivering excellence in service, consistently exceeding expectations.

The Facilities Coordinator is deployed fulltime on client site, responsible for the effective management of the account including Ho Chi Minh and Hanoi Sites.

Key Purpose of the Job:

· Leadership of the team to ensure delivery of the Comprehensive Service Solutions in line with client's expectations.

· To oversee the delivery of planned and reactive works across a portfolio of client sites within the contractual SLA and KPI requirements.

· Builds and maintains positive client and stakeholder relationships that provide in-depth knowledge of the clients' business needs and expectations.

· Provides leadership, direction, and development for the onsite account team. To ensure a strong culture of safety, efficiency and continuous improvement.

· To manage the financial aspects of the contract.

Key Areas of Responsibility:

Contract Management

• Comprehensively understands the contract terms, conditions, service scope and client's expectations at a detailed level, makes great efforts to meet customer needs;
• ·Directs management resources to ensure that service levels are met and/or exceed cost effective manner through-out the life of the contract;
• ·Ensures that work perform is covered by the contract and properly reimbursed from the client;
• ·Prepares quotations and negotiates profitable compensation for requested work outside the original contract.

Client Management

• Works closely with the client to ensure satisfaction.
• Ensures the capture, understanding and management of client's expectations in line with a detailed operational plan.
• Periodically conducts business reviews with the client to ensure alignment between expectations and delivery, reports regularly on activity, trends, spend, improvement initiatives.
• Measures, monitors and reports on the delivery of the key benefits and outcomes to the client, in line with the Facility Plan and client's expectations and business needs
• Presents business cases to the client for improvement to their business in terms of the clients staff satisfaction and productivity, process improvement and asset utilization, safety, productivity and life cycle.

Operation Management

· Administers Exera policies, business procedures and standards at the account to ensure compliance within the account wide.

· To carry out all administrative tasks associated with the management of the contract, ensuring auditable trails are maintained. Tasks to include:

o Raising monthly submission / invoice to customer

o Maintaining records of all maintenance and extra work activities (quotes, service report sheets, POs etc)

o Raising of and updating Purchase Orders

o Monitor to achieve of service delivery KPI’s by actioning Work Orders / Reactive tasks quickly and efficiently

o Scanning & filing of service report sheets

· To undertake general office duties relating to the contract including:

o Correspondence and filing

o Minutes of meetings

o Preparation of reports and documentation (as referred to above)

o Subcontractor administration and management to ensure all contractual are adhered to

o Monitor and control monthly Statutory & Non-Statutory Maintenance Schedule in line with Service Insight in line with contractual KPI / SLA requirements.

· To prepare and issue reports as requested by contract management team. Reports include (but are not limited to):

o Weekly review

o Open Purchase Orders

o Invoice Pool

o Jobs Billed in the Month

o Monthly Contract Review

o Monthly Client Report

o Keeping Cost plan / financial records up to date

• To assign PPMs and reactive tasks to the appropriate resources to ensure all tasks are completed within the contractual KPI’s/ SLA’s and track all tasks via management system

The above statements are a snapshot of the duties and responsibilities of the role and are not intended to be an exhaustive list.