BUILDING ADMINISTRATION DEPARTMENT

DUTIES AND REPONSIBILITIES

BUILDING ADMINITRATOR

Major Areas of Job and Responsibilities are as follow:

1. Facilities Management
2. Security Management
3. House Keeping Management
4. Others

DETAILED JOB DESCRIPTIONS:

1. Facilities Management
a. Coordination Meetings
i. Weekly Coordination Meeting with Agency Supervisors
ii. Weekly Mall Operation Coordination Meeting
iii. Monthly Mall Operations Coordination Meeting
b. Periodic Inspections
i. Daily Equipment Inspections based on annual inspection schedule
c. Reporting System
i. Updates on Viber
ii. SMS Updates
iii. Monthly OPS Review/Meeting
d. Repair and Maintenance
i. Preventive Maintenance Program
1. Preparation of Scope of Service and Required Frequency Schedule
2. Preparation of detailed annual equipment preventive maintenance
schedule
3. Implementation of Daily operation checklist
4. Updating of Equipment Folder
5. Updating of Equipment Database
ii. Service Request
1. Attending mall operations technical troubles
2. Attending tenant’s technical concerns
iii. Repairs
1. Processing of all materials, parts and equipment requisition
2. Preparation of necessary documents such as bid forms, scope of work,
terms of reference, drawings and layout with specifications
3. Attending testing and commissioning of equipment
4. Monitoring of consumable stocks
e. Vendor Management
i. Vendor Performance Evaluation
ii. Meetings with VENDORS
f. Energy Management
 i. Energy Conservation Program
1. Ensuring Energy Management and Environmental Compliance is
implemented
ii. Utilities Consumption Monitoring
1. Reporting during Monthly OPS Meeting
iii. Benchmarking
g. Environmental Regulatory Compliance
i. Assigned PCO & Safety Officer for M3
ii. Responsible for the compliance of this government regulations
h. Retail Partner
i. Technical Requirements and Space Utilities Provision
1. Evaluation of Utility Requirement Form submitted by Leasing Officer
2. Discussion of disparities to Leasing for clarification to client
3. Inspection of vacated space and generation of Purchase Request based
on the URF
4. Entire Project Management of the new utility provision
ii. Plan Evaluation
1. Evaluation of Tenant’s MEPFS Plans based on existing utility provisions
and Mall Construction Guidelines.
iii. Construction Inspection
1. Inspection of constructing tenants at least once a week.
2. Ensuring the safety guidelines is implemented properly by tenant
contractor.
3. Ensuring that all approved construction plans is on site for inspection
purposes.
iv. Technical Issues
1. Handle, evaluate, resolve and record all technical issues.
2. Giving feedback to the tenant of the proposed action plan.
i. Safety Policies
i. General Policy
1. Responsible for the implementation of all technical safety
ii. Fire Safety
1. Ensuring that automatic fire sprinkler is functional at all times
2. Conducting of quarterly common area inspection
3. Ensuring that portable fire extinguishers are on site during hot works.
iii. Safety Inspection
1. Monthly Safety Audit Inspection for Food Tenants and Quarterly on
Non-Food
2. Reporting of all deficiencies with recommendations to TRO and Mall
Head
j. Finance
i. Monthly Utility Reading
1. Assigning a technician to conduct reading every 10th of the month and
uploading thru SAP every 12th of the month.
2. Validation of reading discrepancies before uploading
3. Uploading of utility reading thru SAP
ii. Annual Budgeting
 1. Responsible for the monitoring of OPEX and justifications based on the
approved budget.
k. Project Management
i. FM Project Classifications
ii. Project Endorsement
iii. Project Monitoring
1. Responsible for the monitoring of project progress
2. Responsible for the actual site condition
3. Responsible for the Certification and Turnover

2. Security Management
a. Responsible for the overall management of Security Department
i. attending security formation
ii. monitoring daily security protocols
iii. ensuring that the mall security protocols is implemented properly
b. Responsible for the approval of security posting schedule
i. DTR counter checking
ii. Approval of LEAVE or CTS
c. Responsible for the audit of daily monitoring log sheet of roving guards.
d. Responsible on the evaluation of daily security report.
e. Foot Traffic Monitoring

3. House Keeping Management

a. Responsible for the overall management of the House Keeping Department
b. Responsible for the scheduling of major activities
c. Responsible for the daily monitoring of mall cleanliness

4. OTHERS
a. Process Improvement Initiatives and Implementation for Building Admin
b. Responsible for the processing of mechanical permit renewal
c. Approval of DTR’s
d. Processing of contractor’s billing
e. Responsible for the screening of new applicants for the agency.
f. Assist/Facilitate some tenants concern.
g. Assist in marketing events.

BUILDING ADMINISTRATION DEPARTMENT

DUTIES AND REPONSIBILITIES
JOSE ALFRED YLEANA
BUILDING ADMIN OFFICER
Below is the summary of duties and responsibility of Building Engineer/ Electrical engineer:

1. Responsible for validation of electrical design of the mall for the proposed loads of the
constructing tenants, incorporates elements of electrical engineering to secure the sufficiency
of power supply of the mall.
2. Maintain the proper operation of mall equipment/s
3. Conduct inspection in the common areas to determine the needed repairs or action required
to prevent problems.
4. Schedule the preventive and corrective maintenance of the equipment/s of the mall.
5. In charge in the maintenance and repair of the mall.
6. Secure the housekeeping of the mall
7. Verify and process work permits of the tenant contractors and mall contractors
8. Check and process the gate pass of the tenant contractors and mall contractors.
9. Process the electrical certificates and other government documents to secure the business
permit of the mall.
10. Check and verify the electrical consumptions of all the tenants and upload the consumptions
in SAP.
11. Monitor the replacement and upgrade of electrical meters for existing and constructing
tenants.
12. Attend to the queries of the tenant if validation of electrical consumption is required.