Facilities Executive (Marine)

Building & Facilities Operations

• Conduct routine building and workplace inspections together with the Building & Facilities Lead, document identified defects and monitor corrective actions through to completion.
• Oversee the preventive maintenance and inspection schedules for building systems, facilities equipment and common areas.
• Arrange and coordinate planned maintenance, repairs, breakdown response and minor facilities improvement works.
• Manage facilities helpdesk requests by logging cases, assigning the appropriate vendor or technician, monitoring progress and ensuring timely closure.
• Coordinate contractors and service providers during site visits and verify that completed works meet the agreed scope and requirements.
• Coordinate and maintain contractor documentation, including quotations, risk assessments, permits, purchase orders, job sheets and service reports.
• Keep building plans, equipment records, asset registers, licences, inspection certificates, warranties and insurance schedules accurate and up to date.
• Track the expiry of service contracts, licences, certificates and warranties, and initiate renewal processes at least 60 days before expiry.
• Coordinate routine facilities services, including cleaning, pest control, air-conditioning, fire protection systems, electrical systems, security and access-control systems, vending and coffee machines, and other workplace services.
• Maintain records of facilities keys, access devices and other Company-issued property under the role’s responsibility.
• Support facilities emergency preparedness activities, including fire drills and follow-up on related corrective actions.

Vendor Management, Procurement & Cost Control

• Obtain quotations and prepare quotation comparisons for facilities, office supplies and PPE-related purchases.
• Raise purchase requisitions and purchase orders in accordance with the Company’s approval procedures.
• Liaise with vendors to follow up on quotations, delivery timelines, outstanding works and required supporting documentation.
• Review invoices to ensure they are supported by the appropriate approved quotation, purchase order, delivery order or service report before submitting them for approval.
• Maintain the facilities vendor and contract register, including contract values, expiry dates, renewal conditions and relevant contact details.
• Track facilities expenditure against the approved budget and flag significant, unusual or unplanned expenses.
• Support the Building & Facilities Lead in assessing vendor performance and identifying opportunities to improve service quality or reduce costs.
• Maintain complete documentation relating to facilities purchases, assets, disposals and the relevant approval records.

PPE, Uniform & Safety Equipment Administration

• Maintain accurate inventory, issuance and employee acknowledgment records for safety shoes, helmets, gloves, uniforms, life vests and other approved PPE.
• Process authorised PPE requests and coordinate the collection or issuance of items to employees.
• Perform periodic PPE stock checks, maintain appropriate minimum stock levels and arrange replenishment when required.
• Maintain the life-vest register, including serial numbers and assigned engineers.
• Monitor life-vest inspection and servicing due dates and arrange servicing approximately one to two months before expiry.
• Issue and monitor temporary spare life vests for personnel whose assigned life vests are undergoing servicing.
• Coordinate inspection and servicing arrangements for fall-arrest systems and other safety equipment as directed by the Building & Facilities Lead.
• Coordinate the annual procurement and distribution of uniforms and maintain the associated records.
• Investigate and report cases involving missing, damaged or unreturned PPE and other Company-issued equipment.

WSH, ISO & Regulatory Administrative Support

• Arrange WSH Committee meetings, including scheduling, meeting-room bookings, invitations and circulation of relevant documents.
• Maintain approved WSH meeting minutes and update the corresponding action tracker.
• Assist with monthly KPI data collection and controlled-document filing in line with the established reporting schedule.
• Maintain customer evaluation records and other assigned ISO documentation.
• Compile and retrieve relevant facilities, WSH and ISO records and supporting evidence for internal and external audits.
• Follow up with relevant departments on assigned audit findings, observations and corrective actions.
• Compile information required for the NEA declaration relating to electrical and electronic product supplies for review prior to submission.
• Provide administrative support to the Compliance & Internal Control Executive on assigned WSH, ISO and compliance matters. Regulatory interpretation and overall compliance ownership remain with the Compliance & Internal Control team.

Reporting & Performance Monitoring

• Prepare and submit a monthly facilities status report covering:

  • Facilities cases opened and completed
  • Outstanding or overdue defects and corrective actions
  • Preventive maintenance completion status
  • Contracts, licences and certificates nearing expiry
  • PPE stock, issuance and servicing status
  • Facilities expenditure against the approved budget
  • Vendor performance concerns and service issues
  • Outstanding WSH and ISO administrative actions

Office & General Administration

• Manage the ordering and monitoring of office, pantry, coffee-machine and other common-use supplies within the approved budget.
• Maintain updated vendor contact lists, facilities documentation, task trackers and shared-folder records.
• Coordinate workplace requirements such as signage, office fixtures, meeting-room equipment and other general facilities needs.
• Liaise with internal departments to coordinate facilities and administrative requirements.
• Provide backup assistance for other General Affairs administrative activities when required.
• Undertake other reasonable duties relevant to the position as assigned by the Building & Facilities Lead or Head of Finance & Administration.

Knowledge & Skill Requirements

• Proficient in Microsoft Office applications, particularly Excel, Word, PowerPoint and Outlook.
• Competent in maintaining trackers, registers, expiry schedules, monthly reports and basic expenditure analysis.
• Familiarity with ERP systems, particularly NetSuite, will be required.
• Practical knowledge of facilities administration, preventive-maintenance planning, vendor coordination and service-contract administration.
• Basic understanding of common building services, including air-conditioning, electrical, fire-safety, access-control, cleaning and pest-control systems.
• Knowledge of quotation sourcing, purchase requisitions/orders, delivery orders, service reports, invoices and supporting-document requirements.
• Knowledge of PPE and uniform administration, life-vest servicing, safety-equipment records and inventory management.
• Basic familiarity with ISO 9001, ISO 45001, WSH requirements and regulatory documentation. WSH Officer registration is not required.
• Strong organisational, follow-up, record-keeping and problem-solving abilities.
• Able to communicate effectively with contractors, engineers, vendors and internal stakeholders.
• Able to produce clear and concise monthly status reports and promptly escalate issues or exceptions requiring attention.

Education & Experience Requirements

• Minimum GCE O-Level with relevant work experience, or NITEC, Higher NITEC or Diploma in Facilities Management, Business Administration, Building Services, Supply Chain, Safety or a related discipline.
• At least three years of relevant experience in facilities or operations administration, including building-maintenance coordination, vendor management, purchasing and PPE or inventory administration.
• Experience within an engineering, marine, industrial, warehouse or technical-service environment will be an advantage.
• Practical experience coordinating contractors, maintenance activities, service contracts and facilities-related invoice processing is preferred.
• Relevant training or certification in facilities management, workplace safety or fire safety will be advantageous but is not essential.

Other Requirements

• Proactive in identifying facilities issues and following up on required actions without requiring detailed day-to-day direction.
• Comfortable conducting routine building inspections and moving between offices, stores, workshops and operational areas as required.
• Willing to coordinate occasional after-hours maintenance activities or urgent facilities matters when necessary and in accordance with Company policy.
• Able to manage recurring deadlines, contract and certificate expiry dates and multiple outstanding actions with minimal supervision.
• Meticulous and disciplined in maintaining records, approvals and supporting documentation.
• Able to handle Company property, procurement information and confidential documents responsibly and with integrity.
• Committed to complying with all applicable site safety, security, confidentiality and document-control requirements.
• Able to work effectively with the Building & Facilities Lead while providing administrative support to the Compliance & Internal Control Executive on assigned matters.

Please note: This is a client role managed by Octomate Staffing Pte Ltd.

Recruitment services are provided by:

Octomate Staffing Pte Ltd

EA Licence No.: 23C1980

EA Personnel: Yuki Ng Kho Yin (Registration No.: R24120636)