Reporting: Property Manager
CTC: 50,000 per month
Job Purpose
The Fitout officer oversees the interior fitout process for residential flats, ensuring efficient execution of civil, electrical, carpentry, and plumbing work. Acting as the primary point of contact between residents, interior agencies, and contractors, the role ensures compliance with design specifications, fitout guidelines, and safety standards, including fire safety, while managing fitout completion surveys, reports, and deposit refunds to deliver a seamless client experience.
Key Responsibilities and Accountabilities
1. Fitout Operations Management
Site Supervision: Conduct daily visits to ongoing fitout flats/units to monitor progress, ensure adherence to approved plans, and check for deviations.
Work Coordination: Manage all aspects of flat interior work, including civil, electrical, carpentry, and plumbing, ensuring alignment with client specifications and fitout guidelines.
Drawing and Approval Management: Collect, review, and maintain records of design drawings, coordinating with client architects for approvals of any changes and unit owner’s architect/PMC.
Guideline Adherence: Ensure fitout work adheres to approved designs and guidelines, with no unauthorized deviations.
2. Client and Stakeholder Engagement
Client Meetings: Engage with residents and interior agencies to understand requirements and address concerns.
Architect Liaison: Coordinate with client-appointed architects and make sure work is implemented as per submitted design or drawings.
Resident Support: Provide guidance and assistance to residents throughout the fitout process, ensuring a seamless experience for fitout materials movement, fitout staff and architect/PMC.
3. Material and Resource Management
Material Movement: Oversee the safe and organized transportation of fitout materials to and within the site, ensuring compliance with safety and site regulations.
Service Lift Management: Coordinate the use of service lifts for material transport, scheduling to minimize disruption to residents and ensure efficient operations.
Debris Management: Supervise the removal, segregation, and disposal of fitout debris in coordination with approved waste management vendors, maintaining a clean and safe site. Implement flat/unit to truck concept for debris management.
4. Compliance and Documentation
Fitout Staff Forms: Collect and maintain detailed records of all fitout laborers and agency personnel using standardized fitout forms.
ID Issuance Support: Facilitate the preparation and issuance of ID cards for fitout laborers, ensuring compliance with site access protocols.
Deviation Notices: Identify and document any deviations from approved plans, issuing formal notices to flat owners and reconciling discrepancies.
5. Fitout Completion and Surveys
First Survey: Complete the first survey of fitout closure within 15 days of project completion to verify adherence to approved plans and identify any issues. Include survey feedback from same floor and floor below for any deviation or leakages.
Second Survey: Conduct a second survey within 90 days of project completion to ensure long-term compliance and address any latent concerns. Include survey feedback from same floor and floor below for any deviation or leakages.
Fitout Completion Report: Prepare and submit a detailed fitout completion report to the client, including deviation details, recommendations, and decisions on whether to release or hold the fitout deposit based on compliance.
Deposit Refund Follow-Up: Coordinate with the client’s accounts team to follow up on the refund of the fitout deposit, ensuring timely processing once all conditions are met.
6. Team and Contractor Coordination
Labor Supervision: Monitor the unit labor force, for compliance of health, safety, cleanliness, noise complaints etc.
Contractor Collaboration: Act as the point of contact for contractors, addressing minor or major issue related to washrooms, material movement and safety.
Teamwork: Collaborate with the project team, support staff, and other departments to achieve operational goals.
7. Safety and Fire Hazard Management
Health and Safety Oversight: Ensure compliance with safety protocols, including proper use of personal protective equipment (PPE) and adherence to site safety guidelines.
Fire Safety Hazard Checks: Conduct regular inspections for fire safety hazards, including checking for loose wires, open wire joints, leftover debris, and open windows, and ensure corrective actions are taken immediately.
Issue Resolution: Address and escalate any safety or fire hazard issues to the Operation Manager or relevant stakeholders promptly.
8. Reporting and MIS
MIS Reporting: Generate and submit daily and monthly management information system (MIS) reports on fitout progress, deviations, consumable usage, fire safety checks, and survey outcomes.
Monthly Management Reports: Prepare comprehensive reports for management review, summarizing fitout activities, client feedback, survey results, and deposit status.
Deviation Tracking: Maintain records of deviation notices issued and resolved, ensuring transparency and accountability.
Knowledge, Experience, and Skills
Educational Qualifications
Diploma or degree in Civil Engineering or related field
Experience
Minimum 4+ years of experience in residential fitout or interior work
Key Competencies
- Strong client relationship management and interpersonal skills
Excellent verbal and written communication skills
Proven leadership and supervisory skills for managing labor and contractors
Technical knowledge of civil, electrical, carpentry, and plumbing work
Knowledge of fire safety practices and hazard identification
Organizational skills for managing materials, debris, surveys, and documentation
Proficiency in MIS reporting, data reconciliation, and financial follow-ups
Proactive, detail-oriented, and adaptable to dynamic site conditions
Key Performance Indicators (KPIs)
Client Satisfaction: Achieve a minimum of 90% resident satisfaction in post-fitout feedback surveys.
Guideline Compliance: Ensure 100% adherence to fitout guidelines, with zero unauthorized deviations.
Fire Safety Compliance: Achieve 100% resolution of identified fire safety hazards within 24 hours.
Survey Timeliness: Complete 100% of first surveys within 15 days and second surveys within 90 days of fitout closure.
Deposit Processing: Ensure 100% of compliant fitout deposit refunds are followed up within 7 days of survey completion.
Typical Daily Tasks
Site Inspections: Conduct daily rounds of fitout flats to monitor progress, compliance with approved plans, and fire safety hazards (e.g., loose wires, open wire joints, debris, open windows).
Client Coordination: Meet with residents or architects to discuss fitout requirements or changes.
Material Oversight: Supervise material deliveries and movement, ensuring proper use of service lifts.
Debris Management: Coordinate with vendors to clear fitout debris from the site.
Fire Safety Checks: Inspect for fire hazards, such as loose wires or leftover debris, and ensure immediate corrective actions.
Documentation: Update fitout staff forms, issue ID cards, log deviation notices, fire safety observations, survey progress, and consumable usage.
Survey Preparation: Plan and conduct first and second surveys for completed fitouts, ensuring timely execution.
Report Preparation: Draft fitout completion reports with deviation details and deposit recommendations.
Deposit Follow-Up: Communicate with the client’s accounts team to track fitout deposit refund status.
Contractor Check-ins: Address contractor queries and approve minor changes in coordination with clients.
Safety Checks: Verify adherence to safety and fire safety protocols by laborers and subcontractors.
MIS Updates: Compile daily MIS data, including progress reports, deviation logs, fire safety checks, and survey outcomes.
Team Briefings: Conduct briefings with laborers and support staff to align on daily objectives.
Self-Image Required
The Fitout Executive must project a professional, reliable, and approachable image that aligns with the organization’s commitment to resident satisfaction and safety. This includes:
Professional Appearance: Maintain a neat and professional appearance, adhering to the organization’s dress code (e.g., branded uniform or business casual attire).
Confident Demeanor: Display confidence and competence when interacting with residents, contractors, architects, and accounts teams.
Resident-Centric Approach: Exude empathy and responsiveness to build trust with clients and stakeholders.
Cultural Alignment: Reflect the organization’s values of integrity, safety, and teamwork in all interactions.
Traits
The ideal candidate for the Fitout Executive role should exhibit the following traits:
Detail-Oriented: Ensures precision in monitoring fitout work, fire safety hazards, surveys, and documentation.
Proactive: Anticipates issues, such as deviations, fire hazards, or refund delays, and addresses them promptly.
Empathetic: Understands and responds to resident and contractor needs with care.
Resilient: Manages high-pressure situations, such as client demands or survey deadlines, with composure.
Collaborative: Works effectively with contractors, support staff, residents, and accounts teams to achieve project goals.
Ethical: Demonstrates integrity in managing approvals, deviations, surveys, and deposit processes.
Organized: Efficiently handles material movement, debris management, fire safety checks, surveys, reports, and deposit follow-ups.
