Facilities & Administration Executive

Monday- Friday (9am - 6pm)

Company Transport Provided

MNC

Key Responsibilities

Building & Facilities Operations

• Conduct regular workplace inspections, record defects, and coordinate scheduled maintenance, repairs, and minor improvement projects.
• Manage the facilities helpdesk, attend to contractors during site visits, and ensure agreed works are completed to standard.
• Monitor and track the expiry of facilities service contracts, licenses, and warranties, initiating renewals at least 60 days in advance.
• Coordinate essential building services including air-conditioning, fire-safety systems, electrical, security/access systems, and cleaning.

Vendor Management & Purchasing

• Source quotations, prepare cost comparisons, and process Purchase Requisitions/Orders for facilities, office, and PPE purchases.
• Verify invoices against approved POs, Delivery Orders, and Service Reports before submission.
• Monitor facilities expenditure against the approved budget and assist in evaluating vendor performance.

PPE, Safety Equipment & General Admin

• Manage the inventory, issuance, and replenishment of PPE (safety shoes, helmets, uniforms) and coordinate the servicing of life vests and fall-arrest systems.
• Order and monitor general office, pantry, and common-use supplies.
• Prepare monthly facilities reports covering open cases, maintenance completion, expenditure, and PPE stock status.

WSH, ISO & Regulatory Support

• Coordinate WSH Committee meetings, file minutes, and maintain action trackers.
• Organize facilities, WSH, and ISO evidence (ISO 9001, ISO 45001) for internal and external audits.
• Follow up on audit observations and compile information for regulatory declarations (e.g., NEA).

Requirements

• Education: Minimum GCE O-Level with solid relevant experience, OR NITEC / Diploma in Facilities Management, Business Administration, Building Services, Supply Chain, or a related discipline.
• Experience: At least 3 years of hands-on experience in facilities/operational administration, contractor coordination, purchasing, or inventory control.
• Industry Background: Experience in an engineering, marine, industrial, or technical-service environment is highly advantageous.
• Technical Skills: Proficient in MS Office (Excel, Word, PowerPoint). Familiarity with ERP systems (NetSuite) is a plus. Basic understanding of HVAC, electrical, and fire-safety systems.
• Safety Knowledge: Basic familiarity with ISO 9001/45001 and WSH documentation.

HOW TO APPLY:

Interested applicants, please click on “Apply Now” or email to submit your resume.

We regret only shortlisted candidates will be notified.

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