Senior Admin Executive (Facilities Management - Finance & Facilities Management Department)

Fei Yue Community Services

Coordinate administrative activities for facilities and renovation projects from project initiation to completion and handover.
Maintain a centralised project register covering project scope, approved budgets, contract values, project timelines, key milestones, project status and outstanding actions.
Track project deliverables, submission deadlines, approval requirements, variation orders (VOs), progress claims and handover documentation.
Coordinate project meetings, site meetings and progress reviews, including preparation of meeting agendas, minutes, action logs and follow-up with relevant stakeholders.
Monitor project timelines and highlight potential delays, outstanding approvals, unresolved issues and other matters requiring management attention.
Maintain complete project files, including quotations, tender documents, evaluation records, letters of award, contracts, drawings, permits, inspection records and completion certificates.
Coordinate with project managers, consultants, contractors, centre representatives and internal departments to facilitate smooth project execution.
Support project close-out activities, including the compilation of final accounts, defects lists, warranties, operation manuals and asset handover records.

Coordinate and monitor facilities maintenance requests across the organisation’s centres, ensuring that requests are properly recorded, assigned, tracked and closed.
Maintain a centralised maintenance tracker covering the nature of the issue, responsible contractor, response time, rectification status, completion date and outstanding actions.
Maintain records of maintenance contracts, service agreements, contract expiry dates, warranties and renewal timelines.
Consolidate maintenance data and identify recurring issues, overdue requests and opportunities to improve maintenance planning and service delivery.
Assist in maintaining facilities information across all centres, including equipment inventories, maintenance histories and relevant site documentation.

Degree or Diploma Holder in Building, Project Management, Facilities Management, Engineering or a related field
Minimum 3 years of experience in maintenance, facilities support and project management
Experience in government-funded project documentation or reporting is advantageous
Highly organized, detailed-orientated, proactive with strong administrative and documentation skills
Good interpersonal and communication skills to manage internal and external stakeholders

If you are interested to join us, please apply via Fei Yue Career Portal https://careers.fycs.org/

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