Facilities & Administrative Executive (East)

Position: Facilities & Administrative Executive

Location: Loyang (Company Bus: Sengkang, Punggol, Tampines, Pasir Ris)

Working hours: Mon - Fri, 9 - 6pm

Salary range: Up to 4.2k + VB (payout twice in a year)

Overview

Responsible for supporting the day-to-day administration and coordination of building and facilities operations, including preventive maintenance, repairs, vendors, contracts, facilities equipment and records, office supplies, invoices, and improvement projects. The role also administer engineers PPE safety shoes, uniforms and life vests, provides administrative support for assigned WSH, ISO and regulatory activities, and maintains regular facilities performance and cost reports.

RESPONSIBILITIES

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 system, facilities equipment, and common areas.
• Coordinate schedule maintenance, repairs, breakdowns, and minor facilities improvement projects.
• Manage facilities helpdesk cases by recording request, 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, license, 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 comparison 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 approval quotation, PO, delivery order or service report before submission for approval.
• Maintain the facilities vendor and contract register, including contract value, expiry date, renewal items, 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 acknowledgement 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 advanced.
• 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 and 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 roles 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

KNOWLEDGE/ SKILL REQUIREMENTS

• Proficient in MS Office (Excel, Word, PowerPoint, 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 requirement.
• Knowledge of PPE, uniforms, life-vest servicing, safety-equipment records, and inventory control.
• Basic familiarity with ISO9001, ISO45001, WSH, and regulatory documentation, WSH Office 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 exception promptly.

EDUCATION/ WORKING EXPERIENCE

• Minimum GCE O Level with relevant experience, or NITEC/ Higher NITEC/ Diploma in Facilities Management, Business Administration, Building Services, Supply Chain, Safety, or related discipline.
• 3 years and above of relevant experiences in facilities or operational administration, including building-maintenance coordination, vendor management, purchasing, and PPE inventory control.
• Experience in 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.

HOW TO APPLY

Interested applicants, kindly click on “APPLY NOW” or send your resume in MS WORD format to liora.chow(at)trustrecruit.com.sg

We regret only shortlisted candidates will be notified.

Important Note: Trust Recruit Pte Ltd is committed to safeguarding your personal data in accordance with the Personal Data Protection Act (PDPA).

Please read our privacy statement on our corporate website www.trustrecruit.com.sg.

Trust Recruit Pte Ltd

EA License No: 19C9950

EA Personnel: Chow Zi Xin (Liora)

EA Personnel Reg No: R25157767