Facilities & Administration Executive

Job Summary

The Facilities & Administration Executive supports the daily administration of facilities and office operations. The role coordinates maintenance activities, vendor management, purchasing, PPE administration, record keeping, and compliance documentation while ensuring a safe and efficient workplace environment.

Key Responsibilities

Facilities Operations

• Coordinate preventive maintenance, repairs, servicing, and improvement works.
• Conduct facility inspections and follow up on corrective actions.
• Manage facilities requests and liaise with contractors and service providers.
• Maintain records of assets, equipment, licences, certificates, warranties, and contracts.
• Monitor renewal dates and coordinate timely renewals.
• Support emergency preparedness and workplace safety activities.

Vendor Management & Procurement

• Source quotations and prepare cost comparisons.
• Process purchase requests and purchase orders.
• Follow up on deliveries, services, and vendor documentation.
• Verify invoices against approved supporting documents.
• Maintain vendor and contract records.
• Monitor expenditure and support cost-control initiatives.

PPE & Inventory Administration

• Maintain inventory and issuance records for PPE, uniforms, and safety equipment.
• Coordinate distribution, stock replenishment, and servicing schedules.
• Conduct inventory checks and maintain accurate records.
• Investigate missing or damaged company-issued items.

WSH, ISO & Compliance Support

• Coordinate WSH meetings and maintain related documentation.
• Support KPI reporting, document control, and audit preparation.
• Maintain compliance and ISO records.
• Follow up on corrective actions and regulatory requirements.

Office Administration

• Manage office, pantry, and workplace supplies.
• Maintain administrative records, trackers, and filing systems.
• Coordinate office equipment, fixtures, and workplace requirements.
• Provide administrative support for General Affairs activities.

Reporting

Prepare regular reports on:

• Maintenance and facilities activities.
• Outstanding issues and corrective actions.
• Contract and certificate renewals.
• PPE inventory and servicing status.
• Facilities expenditure and vendor performance.

Requirements

Education & Experience

• GCE O-Level, NITEC, Higher NITEC, Diploma, or equivalent qualification in a relevant discipline.
• Minimum 3 years of experience in facilities, operations, or administrative support.
• Experience in maintenance coordination, vendor management, purchasing, and inventory control preferred.

Skills & Knowledge

• Proficient in Microsoft Office applications.
• Familiarity with ERP systems is an advantage.
• Knowledge of facilities administration, procurement, and contract coordination.
• Strong organisational, communication, and problem-solving skills.
• Ability to manage records, deadlines, and multiple priorities effectively.

Other Requirements

• Self-motivated and detail-oriented.
• Able to work independently and coordinate with multiple stakeholders.
• Comfortable conducting site inspections and handling operational matters.
• Committed to workplace safety, compliance, and professionalism.