Facilities & Office Executive

ABOUT THE ROLE

We are looking for a proactive, hands-on and detail-oriented Facilities & Office Executive to support the safe, efficient and reliable operation of our workplace. This broad-based role combines workplace operations, office administration, vendor and contractor coordination, maintenance and improvement projects, workplace safety, security, compliance and office services.

You will coordinate daily facilities and office support activities, maintain accurate records and documentation, manage administrative processes, and ensure a smooth workplace experience for employees and business units.

This role suits someone who enjoys being on the ground solving practical problems while also being highly organised and meticulous in handling administrative tasks. You do not need to be a specialist in every facilities system, but you should be service-oriented, detail-conscious and confident coordinating stakeholders to ensure work is completed safely, efficiently and in compliance with organisational requirements.

KEY RESPONSIBILITIES

1. Workplace Operations & Employee Support

• Ensure the office remains safe, functional and well-maintained by coordinating services such as cleaning, air-conditioning, electrical maintenance, lighting, pest control, landscaping, meeting rooms and event spaces.
• Conduct regular workplace inspections, respond to facilities requests and follow up on issues until resolution.
• Support day-to-day office services, including mailroom operations, telecommunications, workplace bookings, season parking and special workplace arrangements.
• Build positive working relationships with employees, business units, landlords and service providers to ensure smooth workplace operations and minimise disruptions.
• Manage facilities and office administration, including maintaining records, documentation, service requests and operational reports with a high level of accuracy and attention to detail.
• Coordinate corporate travel arrangements and travel insurance administration, including maintaining records, supporting employee enquiries and liaising with insurers, hotels, airlines and travel service providers.

2. Vendor, Contract & Invoice Management

• Manage facilities vendors and contractors, ensuring services are delivered to the expected standards and within agreed timelines.
• Coordinate vendor sourcing, quotations, contract renewals, onboarding activities and tender/RFP exercises.
• Review and verify invoices against approved quotations, contracts, purchase orders and completed work before submission for payment.
• Process internal cost allocations and billing, ensuring records and calculations are accurate and up to date.
• Liaise with vendors and internal stakeholders to resolve invoice, billing or service-related issues promptly.
• Maintain organised and accurate documentation, contracts and records to support audits, compliance and reporting requirements.

3. Maintenance, Projects & Asset Management

• Coordinate preventive maintenance, repairs and troubleshooting for office facilities and building systems.
• Support office renovation, refurbishment, relocation, space planning and workplace improvement projects, from planning and quotations through to completion.
• Maintain accurate records of office assets and equipment, including inventory tracking, physical verification, transfers, disposals and lease administration.
• Monitor equipment lifecycle and recommend replacements or improvements to support workplace efficiency and business needs.
• Work closely with vendors, contractors and internal stakeholders to ensure projects and maintenance activities are completed safely, on time and within budget.

4. Safety, Security & Continuous Improvement

• Support workplace safety initiatives, including risk assessments, inspections, emergency preparedness activities and coordination of emergency response teams.
• Administer office security processes, including access cards, access control systems and CCTV monitoring.
• Coordinate safety and compliance requirements for contractors and facilities-related works.
• Support audits, compliance activities and documentation related to workplace safety, environmental and information security standards.
• Contribute to sustainability initiatives and identify opportunities to improve workplace efficiency, service quality and operational effectiveness.
• Maintain accurate safety, security and compliance records, ensuring documentation is up to date and audit-ready.

Qualifications & Experience

• Entry-level candidates are welcome to apply. Relevant experience in facilities management, workplace operations, or administration would be an advantage.
• Experience coordinating vendors, contractors, maintenance activities or office services will be beneficial.
• Familiarity with workplace safety practices and facilities-related compliance requirements is an advantage.
• Exposure to procurement, vendor management, quotation evaluation, contract administration or invoice processing is beneficial.
• Proficient in Microsoft Office applications.

Interested applicants, please send your updated resume to [email protected]. Only shortlisted candidates will be contacted.

Xavier Goh | EA License No.: 02C3423 | Personnel Registration No.: R24125428

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