Office and Facilities Administrator

The Office and Facilities Administrator supports the safe and efficient operation of the company’s workplace. The role manages daily office administration, facility maintenance, workplace safety support, vendors, supplies, and employee facility requests.

The position also supports workplace improvement and office setup projects by coordinating with internal stakeholders, building management, contractors, and service providers.

Key Responsibilities

Workplace Projects, Facilities and Safety

• Support office setup, space planning, workplace improvement, and operational transition projects.
• Coordinate project schedules, contractors, deliveries, installations, and site access.
• Monitor project progress, costs, defects, and outstanding actions, escalating concerns where required.
• Coordinate facility maintenance and conduct routine workplace inspections.
• Support workplace safety procedures, risk assessments, emergency exercises, and follow-up actions.
• Ensure that emergency exits, safety equipment, signage, and first-aid supplies are accessible and properly maintained.
• Coordinate contractor work permits, safety documentation, and site requirements.
• Maintain relevant project, facility, safety, asset, and compliance records.
• Support internal and external inspections or audits and follow up on corrective actions.

Vendor and Budget Management

• Coordinate service providers for cleaning, security, pest control, maintenance, repairs, office equipment, and pantry services.
• Obtain and compare quotations and assist with purchase orders and invoice verification.
• Monitor vendor performance, service quality, and contract renewal dates.
• Track facility, maintenance, project, and office-supply expenses.
• Assist with budget monitoring and identify opportunities to improve service quality and cost efficiency.

Office Administration

• Manage stationery, pantry, cleaning, and general office supplies.
• Coordinate meeting rooms, workstations, lockers, access cards, keys, visitor access, and workplace resources.
• Manage mail, courier services, office deliveries, and facility-related employee requests.
• Support onboarding and offboarding arrangements relating to workplace access and seating.
• Assist with internal meetings, office events, and visits by external guests.
• Maintain office notices, contact lists, floor plans, seating plans, and emergency information.

Qualifications & Skills

Education & Experience

• Diploma or equivalent qualification in Facilities Management, Business Administration, Building Services, Workplace Safety and Health, or a related discipline.
• At least 2 to 4 years of relevant experience in office administration, facilities coordination, or workplace operations.
• Prior experience supporting an office relocation, renovation, fit-out, or workplace setup project is preferred.
• Experience coordinating contractors, vendors, maintenance services, and office-related purchases.
• Experience supporting workplace safety or compliance activities would be an advantage.
• Experience in a multinational or regulated environment would be advantageous.

Technical and Administrative Skills

• General knowledge of office facilities, maintenance, vendor coordination, and Singapore workplace safety requirements.
• Strong planning, project coordination, administrative, and record-keeping skills.
• Proficient in Microsoft Outlook, Word, Excel, and PowerPoint.
• Able to maintain budgets, project trackers, inventories, and service schedules.
• Good written and verbal communication skills in English.
• Able to work independently, manage competing priorities, and follow matters through to completion.
• Willing to provide occasional support outside regular working hours when required.

Certifications (Preferred)

• Workplace Safety and Health, Fire Safety, Emergency Response, bizSAFE, First Aid, or other relevant certification.