Facilities Admin Assistant

Position objective and summary

· To oversee day-to-day administrative and coordination tasks in the facilities and maintenance department, ensuring efficient operations and effective communication. Responsibilities include managing feedback and aircon complaints, procurement coordination, liaison with suppliers and contractors, monitoring contract renewals, and providing support to the maintenance team.

Main tasks / activities / responsibilities

· To carry out the “day-to-day” admin & co-ordination office works in facilities & maintenance department as and when assigned by Assistant Facilities Manager.

· Daily update on all incoming feedback complaints and closely monitor on action to be taken for job completion.

· Daily update on aircon breakdown complaints and follow-up action.

· Raise Purchase Requisition and follow-up closely with Procurement on requested items to order and/or any repair work by ad hoc contractor/s.

· Liaise with suppliers / contractors / LEW, etc on any related maintenance issue/s particularly quotation, inspection, etc.

· Monitor closely on related facilities’ building contract renewals, licences, permits, etc.

· Work closely with maintenance team on any support for materials to order.

· Monthly update on utilities consumption of electrical & water meter readings.

· Any other facilities’ admin support work as and when required as assigned by the Assistant Facilities Manager.

Job requirements (education, linguistic ability, professional experience, leadership qualities, soft skills etc.)

· Minimum of a high school diploma or equivalent.

· Prior experience in administrative and coordination roles, preferably within a facilities or maintenance department.

· Strong organizational skills and ability to prioritize tasks effectively.

· Willingness to collaborate with colleagues.

· Proficiency in using office software for documentation and communication purposes.