Administrative Assistant (FM)

ENGIE Services Singapore is a leading provider of Integrated Facilities Management solutions (IFM), property management, operations and maintenance, specialized rail engineering works, sustainable solutions and FM Consultancy services. With strong presence in various counties across South East Asia, we operate across mission-critical industries - aviation, transportation, healthcare, education, government and commercial.

ENGIE understands the integrated role of facility management and the value of it can be expanded beyond the traditional approach. As a total FM, specialized engineering and sustainable real estate solutions service provider, ENGIE offers a comprehensive range of technical, digital and support services customisable to best suit your unique needs.

Responsibilities:

• Coordinate and support daily Facilities Management operations across maintenance, procurement, and contract administration activities.
• Serve as the key liaison between clients, vendors, contractors, and site teams to ensure smooth execution of facilities services.
• Manage procurement processes, including sourcing quotations, raising purchase requisitions, tracking purchase orders, and maintaining vendor records.
• Monitor maintenance work orders, service reports, and operational documentation to support service delivery and compliance requirements.
• Prepare and consolidate operational reports, claims, invoices, attendance records, and other administrative documentation.
• Maintain accurate records and ensure timely submission of reports, claims, and supporting documents.
• Support site managers and engineers in coordinating facilities maintenance activities and project-related administration.
• Participate in continuous improvement initiatives to enhance operational efficiency and service quality.

Requirements:

• Diploma in Business Administration, Facilities Management, Engineering, or a related discipline.
• Minimum 3 years' experience in Facilities Management, Building Maintenance, Property Management, or related industries.
• Proven experience coordinating FM operations, maintenance activities, vendors, and service providers.
• Knowledge of procurement, quotations, purchase orders, invoicing, and contract administration.
• Proficient in Microsoft Office and familiar with CMMS, SAP, Sage, or similar systems.
• Strong interpersonal skills with the ability to engage clients, vendors, and internal stakeholders.
• Self-driven, detail-oriented, and able to work independently in a dynamic environment.
• Prior experience in healthcare, commercial, government, or industrial facilities will be an advantage.
• Possess a strong safety mindset and demonstrate good Workplace Safety & Health (WSH) practices.