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Facilities & Administration Executive
Job Location:
Monthly Salary:
Experience Required:
Posted:
1 September 2026 (Yesterday)
Posted:
Application Deadline:
29 November 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
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 Companys 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
Sat Half Day: 9am to 1pm (Remote based on roster duties about 1 time per month)
Required Skills:
Facilities & Administration Executive
Required Education:
degree / diploma
