Administrative Executive

Thomson Medical is in the midst of an exciting transformation, where new ways of working, systems and processes are re-shaping.

If you do not want to miss out this excitement and believe in our purpose in empowering life journeys by caring for generations of women, children and families, we invite you to apply for the following opportunity with us!

We are seeking an Administrative Executive to support daily Facilities Management (FM) operations through end-to-end procurement processing, invoice verification, and CAPEX/OPEX budget tracking. In this role, you will maintain meticulous contract and preventive maintenance records, manage corporate telecommunications, and coordinate closely with vendors and government agencies to ensure seamless department logistics.

PRIMARY DUTIES & RESPONSIBILITIES

• Provide administrative support to the Facilities Management (FM) team.
• Process Purchase Requisitions (PRs) and Purchase Orders (POs) in accordance with procurement procedures.
• Verify supplier invoices against Purchase Orders, process payment documentation, and coordinate with Finance and vendors on discrepancies and payment status.
• Assist in obtaining quotations and maintaining procurement records.
• Monitor CAPEX and OPEX expenditures and support budget tracking activities.
• Maintain records of contracts, warranties, licences, insurance, and other FM-related documents.
• Maintain organised electronic and hardcopy filing systems for FM records.
• Maintain preventive maintenance (PM) documentation and ensure timely and complete submission from contractors.
• Liaise with contractors, vendors, internal departments, and external agencies on FM-related matters.
• Follow up on submissions and applications with government agencies (e.g. IRAS, SP Group, PUB, HDB, Town Council, NEA, SCDF).
• Manage mobile services including application, renewal, and deactivation, and coordinate user access setup for internal communication systems (e.g. Linkus).
• Administer petty cash claims, including verification and submission of supporting documents.
• Coordinate FM schedules, meetings, and general administrative arrangements.
• Provide overall administrative support to ensure efficient FM operations.

SECONDARY DUTIES & RESPONSIBILITIES

• Order stationery, pantry supplies, and office consumables.
• Perform dispatch and courier duties as required.
• Assist in formatting reports, presentations, and SOP documents.
• Maintain procurement trackers, contract registers, and FM databases.
• Support audit preparation and retrieve documentation when required.
• Maintain basic asset and inventory records.
• Perrform any other duties assigned by the FM or Management.

QUALIFICATIONS AND REQUIREMENTS

• Diploma or Higher NITEC in Business Administration, Facilities Management, Building Services, Engineering, Office Administration, or a related discipline.
• Minimum 2 years of administrative experience, preferably in Facilities Management or the Healthcare industry, with experience in documentation, coordination and general administrative support.
• Proficient in Microsoft Office applications, including Microsoft Word, Excel, PowerPoint and Outlook, with the ability to prepare professional documents, manage and analyse data, develop presentations, maintain records and handle routine email and administrative tasks effectively.
• Good organisational, communication and interpersonal skills.
• Meticulous, responsible, and able to work independently.

If you do not possess the above experience, your application will still be considered on individual merits and you may be contacted for other opportunities.

By submitting your personal data and/or resume, you give consent to the collection, use and disclosure of your personal data and/or resume by the company (or its agent) for the purpose of the processing and administration by company relating to this job application.

**We regret to inform that only shortlisted candidates would be notified.**