Facilities & Administration Executive

About the role

The role of a Facilities & Administration Executive is to support the smooth day-to-day operation and administration of the company's workplace, facilities and general affairs activities. The role will be responsible for coordinating building maintenance, preventive maintenance schedules, contractors, vendors, service contracts, purchasing, office supplies, PPE and safety equipment. You will also provide administrative support for WSH, ISO and regulatory-related activities, maintain accurate records and prepare regular facilities performance and cost reports. This is a hands-on and coordination-intensive role suited to someone who is organised, proactive, detail-oriented and comfortable managing multiple operational matters simultaneously.

Key responsibilities

• Conduct regular workplace and building inspections and follow up on defects through to resolution
• Maintain preventive maintenance and inspection schedules for building systems, facilities equipment and common areas
• Coordinate scheduled maintenance, repairs, breakdowns and minor facilities improvement projects
• Manage facilities requests and track cases through to completion
• Coordinate contractors and vendors during site visits and verify completed works
• Source quotations and prepare quotation comparisons for facilities, office and PPE requirements
• Maintain accurate stock and issuance records for PPE, uniforms, safety shoes, helmets, gloves, life vests and other safety equipment
• Coordinate WSH Committee meetings, including scheduling, meeting rooms, invitations and document circulation
• Prepare monthly facilities reports covering open and completed facilities cases, outstanding defects, preventive maintenance completion, contract expiries, PPE stock and servicing status, and facilities expenditure against budget
• Manage office, pantry, coffee-machine and other common-use supplies within approved budgets

About you

• Minimum GCE O-Level with relevant experience, or NITEC/Higher NITEC/Diploma in Facilities Management, Business Administration, Building Services, Supply Chain, Safety or related disciplines
• At least 3 years of relevant experience in facilities or operational administration
• Experience in building maintenance coordination, vendor management, purchasing and PPE/inventory control
• Experience coordinating contractors, maintenance works, service contracts and facilities-related invoices is preferred
• Proficient in Microsoft Office, particularly Excel, Word, PowerPoint and Outlook
• Familiarity with ERP systems; NetSuite experience is advantageous
• Knowledge of preventive maintenance scheduling, facilities administration and service-contract management
• Basic understanding of building services including air-conditioning, electrical, fire safety and access-control systems
• Strong organisational, documentation, follow-up and problem-solving abilities

About us

The company is a well-established international technology and engineering company with a strong global presence and operations across multiple markets. The organisation specialises in advanced technical solutions and products serving the marine, industrial and engineering sectors. The company operates in a structured and quality-driven environment, with strong emphasis on workplace safety, operational reliability, regulatory compliance and high standards of service.

Benefits

• Medical, Dental & Insurance Benefits
• Supportive Work Environment