Facilities & Administration Executive

Building and Facilities Operations

• Conduct regular building and workplace inspections with the Building & Facilities Lead, record defects and follow up until closure.
• Maintain the preventive maintenance and inspection calendar for building systems, facilities equipment and common areas.
• Coordinate scheduled maintenance, repairs, breakdowns and minor facilities improvement projects.
• Manage facilities helpdesk cases by recording requests, coordinating the relevant vendor or technician and tracking completion.
• Attend to contractors and vendors during site visits and verify that agreed works have been completed.
• Coordinate contractor documentation, including quotations, risk assessments, permits, purchase orders, job sheets and service reports.
• Maintain updated records of building plans, facilities equipment, assets, licenses, inspection certificates, warranties and insurance schedules.
• Monitor the expiry of service contracts, licenses, certificates and warranties, and initiate renewal at least 60 days in advance.
• Coordinate office cleaning, pest control, air-conditioning, fire-safety systems, electrical systems, security/access systems, vending or coffee machines and other facilities services.
• Maintain facilities keys, access items and other assigned Company property records.
• Support facilities-related emergency preparedness, fire drills and corrective-action follow-up.

Vendor, Purchasing and Cost Control

• Source quotations and prepare quotation comparisons for facilities, office and PPE purchases.
• Prepare purchase requisitions or purchase orders according to the Company’s approval requirements.
• Follow up with vendors on quotations, delivery schedules, outstanding work and supporting documents.
• Verify that invoices are supported by the approved quotation, PO, delivery order or service report before submission for approval.
• Maintain the facilities vendor and contract register, including contract value, expiry date, renewal terms and responsible contact person.
• Monitor facilities expenditure against the approved budget and highlight unusual or unplanned expenditure.
• Assist the Building & Facilities Lead in evaluating vendor performance and identifying cost-saving or service-improvement opportunities.
• Maintain proper records for facilities assets, purchases, disposals and related approval documents.

PPE, Uniform and Safety Equipment Administration

• Maintain accurate stock, issuance and acknowledgment records for safety shoes, helmets, gloves, uniforms, life vests and other approved PPE.
• Process approved PPE requests and arrange collection by employees.
• Conduct regular stock checks, maintain minimum stock levels and arrange timely replenishment.
• Maintain the life-vest register by serial number and assigned engineer.
• Monitor life-vest inspection and servicing expiry dates and arrange servicing one to two months in advance.
• Issue and track temporary spare life vests while assigned units are undergoing servicing.
• Coordinate inspection and servicing of fall-arrest systems and other safety equipment under the direction of the Building & Facilities Lead.
• Coordinate annual uniform ordering, distribution, and related records.
• Investigate and report any missing, damaged, or unreturned PPE or Company-issued equipment.

WSH, ISO and Regulatory Administrative Support

• Coordinate WSH Committee meeting schedules, meeting rooms, invitations and document circulation.
• File approved WSH meeting minutes and maintain the related action tracker.
• Support monthly KPI collation and controlled document filing according to the reporting calendar.
• Maintain customer-evaluation records and other assigned ISO documents.
• Retrieve and organize facilities, WSH and ISO evidence for internal and external audits.
• Follow up on assigned audit observations and corrective actions with the relevant departments.
• Compile information required for the NEA declaration of electrical and electronic product supplies for review before submission.
• Support Compliance & Internal Control Executive on assigned WSH, ISO and compliance administration. Regulatory interpretation and compliance ownership remain with Compliance & Internal Control team.

Office and General Administration

• Order and monitor office, pantry, coffee-machine and other common-use supplies within the approved budget.
• Maintain the vendor contact list, facilities files, task trackers and shared-folder records.
• Coordinate signage, office fixtures, meeting-room equipment and other general workplace requirements.
• Work with various departments on facilities and administrative requirements.
• Provide backup support for other General Affairs administrative duties when required.
• Perform other reasonable duties consistent with the role as assigned by the Building & Facilities Lead or Head of Finance & Administration.

Reporting and Performance Monitoring

*Prepare a monthly facilities report covering: *Open and completed facilities cases *Overdue defects and corrective actions *Preventive maintenance completion *Contracts and certificates approaching expiry *PPE stock, issuance and servicing status *Facilities expenditure against budget *Vendor performance or service issues *Outstanding WSH/ISO administrative actions Requirement

• Proficient in Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
• Able to maintain trackers, registers, expiry schedules, monthly reports and basic expenditure analysis.
• Familiar with ERP NetSuite.
• Practical knowledge of facilities administration, preventive-maintenance scheduling, vendor coordination and service-contract management.
• Basic understanding of common building services, including air-conditioning, electrical, fire-safety, access-control, cleaning and pest-control systems.
• Knowledge of quotation sourcing, purchase orders, delivery orders, service reports, invoices and supporting-document requirements.
• Knowledge of PPE, uniforms, life-vest servicing, safety-equipment records and inventory control.
• Basic familiarity with ISO 9001, ISO 45001, WSH and regulatory documentation. WSH Officer registration is not required.
• Strong organisation, follow-up, record-keeping and problem-solving skills.
• Able to communicate clearly with contractors, engineers, vendors and internal departments.
• Able to prepare concise monthly status reports and escalate exceptions promptly.

EDUCATION / EXPERIENCE REQUIREMENTS

• Minimum GCE O-Level with relevant experience, or NITEC/Higher NITEC/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 operational administration, including building-maintenance coordination, vendor management, purchasing and PPE or inventory control.
• Experience in an engineering, marine, industrial, warehouse or technical-service environment will be advantageous.
• Hands-on experience coordinating contractors, maintenance works, service contracts and facilities-related invoices is preferred.
• Relevant training in facilities management, workplace safety or fire safety will be advantageous but is not mandatory.

Lye Chong Herng (R1657957) Business Edge Personnel Services Pte Ltd (96C4864)