Facilities & Administration Executive
3200 - 4200 SGDFlintex Consulting Pte Ltd
Job Summary
Responsible for supporting the day-to-day administration and coordination of building and facilities operations, including preventive maintenance, repairs, vendors, contracts, facilities equipment and records, office supplies, invoices and improvement projects. The role also administers engineers’ PPE, safety shoes, uniforms and life vests, provides administrative support for assigned WSH, ISO and regulatory activities, and maintains regular facilities performance and cost reports.
Responsibilities:
Building and Facilities Operations
• Conduct regular building and workplace inspections with the Building & Facilities Lead, record defects and follow up until closure.
• Maintain the preventive maintenance and inspection calendar for building systems, facilities equipment and common areas.
• Coordinate scheduled maintenance, repairs, breakdowns and minor facilities improvement projects.
• Manage facilities helpdesk cases by recording requests, coordinating the relevant vendor or technician and tracking completion.
• Attend to contractors and vendors during site visits and verify that agreed works have been completed.
• Coordinate contractor documentation, including quotations, risk assessments, permits, purchase orders, job sheets and service reports.
• Maintain updated records of building plans, facilities equipment, assets, licenses, inspection certificates, warranties and insurance schedules.
• Monitor the expiry of service contracts, licenses, certificates and warranties, and initiate renewal at least 60 days in advance.
• Coordinate office cleaning, pest control, air-conditioning, fire-safety systems, electrical systems, security/access systems, vending or coffee machines and other facilities services.
• Maintain facilities keys, access items and other assigned Company property records.
• Support facilities-related emergency preparedness, fire drills and corrective-action follow-up.
Vendor, Purchasing and Cost Control
• Source quotations and prepare quotation comparisons for facilities, office and PPE purchases.
• Prepare purchase requisitions or purchase orders according to the Company’s approval requirements.
• Follow up with vendors on quotations, delivery schedules, outstanding work and supporting documents.
• Verify that invoices are supported by the approved quotation, PO, delivery order or service report before submission for approval.
• Maintain the facilities vendor and contract register, including contract value, expiry date, renewal terms and responsible contact person.
• Monitor facilities expenditure against the approved budget and highlight unusual or unplanned expenditure.
• Assist the Building & Facilities Lead in evaluating vendor performance and identifying cost-saving or service-improvement opportunities.
• Maintain proper records for facilities assets, purchases, disposals and related approval documents.
PPE, Uniform and Safety Equipment Administration
• Maintain accurate stock, issuance and acknowledgment records for safety shoes, helmets, gloves, uniforms, life vests and other approved PPE.
• Process approved PPE requests and arrange collection by employees.
• Conduct regular stock checks, maintain minimum stock levels and arrange timely replenishment.
• Maintain the life-vest register by serial number and assigned engineer.
• Monitor life-vest inspection and servicing expiry dates and arrange servicing one to two months in advance.
• Issue and track temporary spare life vests while assigned units are undergoing servicing.
• Coordinate inspection and servicing of fall-arrest systems and other safety equipment under the direction of the Building & Facilities Lead.
• Coordinate annual uniform ordering, distribution, and related records.
• Investigate and report any missing, damaged, or unreturned PPE or Company-issued equipment.
WSH, ISO and Regulatory Administrative Support
• Coordinate WSH Committee meeting schedules, meeting rooms, invitations and document circulation.
• File approved WSH meeting minutes and maintain the related action tracker.
• Support monthly KPI collation and controlled document filing according to the reporting calendar.
• Maintain customer-evaluation records and other assigned ISO documents.
• Retrieve and organize facilities, WSH and ISO evidence for internal and external audits.
• Follow up on assigned audit observations and corrective actions with the relevant departments.
• Compile information required for the NEA declaration of electrical and electronic product supplies for review before submission.
• Support Compliance & Internal Control Executive on assigned WSH, ISO and compliance administration. Regulatory interpretation and compliance ownership remain with Compliance & Internal Control team.
Office and General Administration
• Order and monitor office, pantry, coffee-machine and other common-use supplies within the approved budget.
• Maintain the vendor contact list, facilities files, task trackers and shared-folder records.
• Coordinate signage, office fixtures, meeting-room equipment and other general workplace requirements.
• Work with various departments on facilities and administrative requirements.
• Provide backup support for other General Affairs administrative duties when required.
• Perform other reasonable duties consistent with the role as assigned by the Building & Facilities Lead or Head of Finance & Administration.
Reporting and Performance Monitoring
Prepare a monthly facilities report covering:
• Open and completed facilities cases
• Overdue defects and corrective actions
• Preventive maintenance completion
• Contracts and certificates approaching expiry
• PPE stock, issuance and servicing status
• Facilities expenditure against budget
• Vendor performance or service issues
• Outstanding WSH/ISO administrative actions
Requirements:
• Proficient in Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
• Able to maintain trackers, registers, expiry schedules, monthly reports and basic expenditure analysis.
• Familiar with ERP NetSuite.
• Practical knowledge of facilities administration, preventive-maintenance scheduling, vendor coordination and service-contract management.
• Basic understanding of common building services, including air-conditioning, electrical, fire-safety, access-control, cleaning and pest-control systems.
• Knowledge of quotation sourcing, purchase orders, delivery orders, service reports, invoices and supporting-document requirements.
• Knowledge of PPE, uniforms, life-vest servicing, safety-equipment records and inventory control.
• Basic familiarity with ISO 9001, ISO 45001, WSH and regulatory documentation. WSH Officer registration is not required.
• Strong organisation, follow-up, record-keeping and problem-solving skills.
• Able to communicate clearly with contractors, engineers, vendors and internal departments.
• Able to prepare concise monthly status reports and escalate exceptions promptly.
Working hours:
Mon to Fri, 9am to 6pm or 8am to 5pm
3500 - 4000 SGD
...Working hours: 5 day work week with occasional Saturdays / after hours Location: Raffles Place Office Facilities and Administrative Executive About the role We are seeking a proactive and well-organised Office Facilities and Admin Executive. The role combines day...3500 - 4200 SGD
...Responsibilities Oversee day-to-day facilities and workplace operations, including building inspections, defect tracking, maintenance... ..., servicing schedules, and equipment tracking. Provide administrative coordination for Workplace Safety and Health (WSH), ISO, audits...2000 - 2800 SGD
...The Facilities Administrator provides administrative and coordination support for day-to-day facilities management operations. The role is responsible for maintaining records, coordinating work orders and contractors, supporting billing and reporting activities, and ensuring...- ...work environment. Job responsibilities: - Provide administrative support to the Facilities Department, including scheduling meetings, managing calendars... ...documentation and records. - Support the planning and execution of facilities-related projects and initiatives. -...
2800 - 3000 SGD
...a project team supporting the daily operations of office premises used by IT developers. This role covers office administration, access management, facilities coordination, safety activities and office events. Key Responsibilities Manage premises access onboarding/offboarding...5900 - 6900 SGD
...manages company resources. Key duties include supervising administrative staff, overseeing budgets, and improving office procedures... ...evaluate administrative support staff. Manage supply inventory, facility maintenance, and daily workflows. Monitor office expenses,...3000 - 3500 SGD
...seeking on behalf of a client, for a proactive and hands-on Facilities & Office Executive to support the day-to-day operations of the workplace.... ...Support procurement, quotations and facilities-related administration. Requirements Experience in facilities management,...2400 - 2800 SGD
...ENGIE Services Singapore is a leading provider of Integrated Facilities Management solutions (IFM), property management, operations... ...work week and willing to work in the East Region As an Administrative Executive, you will be at the heart of ENGIE's Facilities operations,...3500 - 4200 SGD
...Job Overview We are seeking a hands-on and proactive Facilities Management & WSH Executive to oversee the company's facilities operations while supporting Workplace Safety & Health (WSH), fire safety and emergency preparedness initiatives. The successful candidate will...- ...The Facilities Operations Executive will report directly to the Facilities Operations Manager and take on a hands-on role in support the day-to-day... ...satisfactorily. 7. Participates in the development and administration of grounds and building maintenance budget; coordinates...
2200 - 2800 SGD
...have an exciting career opportunity for the position of Facilities Operations Executive and invite industry professionals to join us in our mission... ...satisfactorily. Participates in the development and administration of grounds and building maintenance budget; coordinates the...4500 - 5800 SGD
...compliance, and improvement of assigned warehouse and office facilities. Ensure facilities are safe, reliable, compliant, and cost-effective... ...Mark and other environmental initiatives. Documentation & Administration: Maintain facility records including maintenance reports,...2500 - 3500 SGD
...to our success. We need a energetic and resourceful Admin & Facilities Executive to take charge of our assets such as property, tools,... ...for WICA/FWMI/any other insurance related claims. Other Administrative Matters: To assist where required. Requirements: -Min...3500 - 4500 SGD
...operations, maintenance, and smooth functioning of company-managed facilities, including office, warehouse, and worker dormitory. Manage... ...policies. Support ad-hoc facility improvement projects and administrative tasks as assigned by management. Job Requirements...2500 - 3500 SGD
...We are seeking for a passionate and suitable Facilities Executive to join the team, in supporting the maintenance and operations of our warehouse and office facilities. Job Responsibilities: Coordinate and oversee maintenance of building facilities, including air-conditioning...2800 - 3800 SGD
...The Facilities/Project Executive (FE/PE) serves as the operational and project delivery backbone of campus facilities management, maintaining... ...team processes their billing. 5) Procurement & Work Order Administration · End-to-End Work Order Management: Proactively...3500 - 4500 SGD
...development, and specialised advisory services. Job Summary The General Affairs Executive will support the day-to-day upkeep and operations of the Company’s office, warehouse, and dormitory facilities, including maintenance coordination, vendor management, procurement, and on-...3000 - 4500 SGD
...Key responsibilities Handle daily administrative duties and provide general office support Manage documentation, filing, data entry and record maintenance Coordinate office supplies, facilities and general administrative matters Assist in preparing reports, letters...3000 - 3500 SGD
...for any fault/ emergency activation call. Prompt response to fault requests and minor non-routine Repairs. Perform rounds of the facility and identify and address risks to operations and quality of maintenance works and compliance to laws, regulations, processes, and...3400 - 3800 SGD
...The Facilities Coordinator Executive is responsible for coordinating and assisting to support the day-to-day facilities operations, maintenance... ...safety requirements, statutory compliance, and contract administration. Proficient in Microsoft Office applications, particularly...4000 - 6000 SGD
...government agencies and supporting senior management to ensure smooth administrative functions and regulatory adherence. Responsibilities Manage daily operations of the Singapore office, including facility maintenance, procurement of office supplies, and visitor reception...3400 - 3800 SGD
...We are seeking a proactive, organized, and service-oriented Administrative Executive to support the smooth day-to-day operations of the office.... ...responsible for front desk operations, office administration, facilities coordination, vendor management, finance-related...2500 - 3000 SGD
...Keep all insurance records updated and organized Building and Facilities Management Responsibilities: • Work with consultants,... ...Educational Requirements: Diploma or Degree in Business Administration, Engineering, Logistics, Facilities Management, or a related field...2300 - 2800 SGD
...Job Responsibilities: Provide day-to-day administrative support to the Facilities Management team Coordinate and schedule preventive and reactive maintenance requests with internal teams and external contractors Maintain accurate records of facilities contracts, service...3000 - 4800 SGD
...Operating Officer (COO) Role Purpose To manage the day-to-day facilities, workplace environment and operational readiness of the... ..., programme delivery and staffing requirements. 5. Budget & Administrative Management Assist in preparing and monitoring the facilities...4500 - 6000 SGD
...and maintenance of warehouse and office facilities, ensuring optimal performance of building... ...and infrastructure. Plan and execute preventive and corrective maintenance programmes... ..., overseeing procurement, contract administration, work quality, safety compliance and service...3000 - 3500 SGD
...the Role We are looking for a proactive and hands-on Facilities & Office Services Executive to support the safe, efficient and reliable operation... ...maintain a positive workplace experience. Support the administration of corporate travel insurance, including maintaining...2800 - 3500 SGD
...Primary Task: Course Administration Lead and comply with the course administration process of the company Understand and apply the details of the courses in order to advise the customers clearly Revenue protection and planning Able to manage the administration of...- ...other ad-hoc duties as required. Requirements: - Possess a local Polytechnic Diploma in any discipline. - 1-2 years of related administrative experience. - Demonstrate good interpersonal skills and a strong service attitude. - Exhibit a mature disposition with the...
4000 - 5500 SGD
...customers globally, according to its prospectus. Lineage operates the facilities across18 countries, with approximately 26,000 team members... ...standards, developed site specific strategy and oversee execution of preventive maintenance activities to optimize operational availability...
Do you want to receive more vacancies?
Subscribe and receive similar vacancies to Facilities & Administration Executive. Be the first to apply!
