Facilities and Office Manager

1. Facilities & Building Operations

Oversee the daily upkeep, cleanliness, hygiene, waste management and pest control of offices and warehouse facilities.

Conduct regular facility inspections and follow up on defects, repairs and maintenance works.

Manage office space planning, seating arrangements, warehouse layout adjustments, minor renovation and reinstatement works.

Ensure facilities remain safe, functional and suitable for operational requirements.

2. Building Services & Asset Management

Oversee servicing and maintenance of air-conditioning, electrical systems, generators, UPS, fire protection systems and other facility equipment.

Develop and monitor preventive maintenance schedules.

Maintain proper records of facility assets, equipment, servicing history, warranties and disposal.

Coordinate urgent repairs and troubleshooting with contractors and service providers.

3. Office Administration & Workplace Services

Oversee office equipment, pantry supplies, stationery, courier, telecommunications and general office services.

Supervise reception, visitor arrangements, meeting room readiness and front-of-house support.

Coordinate with HR on employee onboarding and offboarding matters, including access cards, keys, lockers and workstation preparation.

Manage office access, parking arrangements and other workplace administrative matters.

4. Safety, Security & Compliance

Ensure compliance with applicable workplace safety, fire safety, building and environmental requirements.

Coordinate emergency preparedness, fire drills and statutory inspections or renewals.

Manage access control, CCTV, visitor management and outsourced security services.

Ensure contractors comply with relevant Risk Assessments, Safe Work Procedures and Permit-to-Work requirements where applicable.

5. Vendor, Budget & Cost Management

Manage contractors and service providers for cleaning, security, pest control, air-conditioning, waste management and other facilities services.

Obtain and evaluate quotations, negotiate commercial terms and monitor vendor performance.

Monitor facilities and office-related OPEX and CAPEX expenditure.

Monitor utility consumption and identify opportunities for cost savings and efficiency improvements.

6. Team & General Support

Supervise facilities, office support, reception, security, cleaners and other support personnel where applicable.

Coordinate with internal departments on facilities and office requirements.

Support office moves, renovation, facility improvement and workplace improvement projects.

Carry out any other facilities or office administration duties as assigned by Management.

Requirements

Diploma or Degree in Facilities Management, Business Administration, Building Services or related field.

At least

3–5 years’ relevant experience

in facilities and office management.

Knowledge of building maintenance, vendor management, workplace safety and office administration.

Able to manage contractors, budgets, service agreements and maintenance schedules.

Strong coordination, communication and problem-solving skills.

Able to work independently and handle urgent facility matters when required.