Facilities Admin

About the role

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 that facilities-related documentation and administrative processes are completed accurately and on time. The position will work closely with the Site Lead, Facilities/M&E team, subcontractors, contractors, and client representatives to ensure smooth and efficient site operations.

Key responsibilities

• Provide administrative and coordination support for daily facilities management operations.
• Maintain and update facilities records, maintenance schedules, work orders, service reports, and related documentation.
• Coordinate with contractors and subcontractors on maintenance requests, service appointments, work schedules, and follow-up activities.
• Track and monitor work orders to ensure that maintenance requests are completed within the required timeframe.
• Assist with the preparation of monthly reports, operational reports, maintenance records, and management reports.
• Support the Site Lead in preparing and maintaining documentation required under the facilities management contract.
• Assist with billing and payment administration, including checking supporting documents, invoices, work completion records, and subcontractor submissions.
• Maintain proper filing and documentation of contracts, quotations, purchase orders, invoices, maintenance records, and service reports.
• Coordinate meetings, site activities, inspections, and other facilities-related appointments when required.
• Assist in tracking defects, rectification works, and outstanding maintenance issues, and follow up with relevant contractors.

About you

• Diploma in Business Administration, Facilities Management, Building Services, Engineering, or a related discipline.
• Minimum 2–3 years of relevant experience in facilities administration, property management, building management, engineering administration, or a similar role.
• Experience in facilities management or M&E operations will be an advantage.
• Good working knowledge of Microsoft Office, particularly Excel, Word, and Outlook.