Facilities & General Affairs Executive

Facilities & General Affairs Executive

Building & Facilities Operations

• Conduct regular inspections of the office, workplace and building facilities together with the Building & Facilities Lead, documenting defects and following up until resolution.
• Maintain and monitor the preventive maintenance and inspection schedule for building systems, facilities equipment and common areas.
• Coordinate planned maintenance, repairs, breakdowns and minor facilities improvement projects.
• Manage facilities helpdesk requests by recording cases, coordinating with relevant vendors or technicians and tracking completion.
• Coordinate contractor and vendor site visits and verify that agreed works have been completed satisfactorily.
• Manage and maintain contractor documentation, including quotations, risk assessments, permits, purchase orders, job sheets and service reports.
• Maintain accurate and up-to-date records of building plans, facilities equipment, assets, licences, inspection certificates, warranties and insurance schedules.
• Monitor the expiry of service contracts, licences, certificates and warranties, initiating renewal processes at least 60 days in advance.
• Coordinate workplace services including cleaning, pest control, air-conditioning, fire protection systems, electrical systems, security and access control, vending and coffee machines, and other facilities-related services.
• Maintain records of facilities keys, access cards and other company-issued property.
• Support facilities-related emergency preparedness activities, fire drills and corrective-action follow-up.

Vendor Management, Procurement & Cost Control

• Source quotations and prepare quotation comparisons for facilities, office supplies, PPE and other workplace-related purchases.
• Prepare purchase requisitions and purchase orders in accordance with company approval procedures.
• Liaise with vendors to follow up on quotations, delivery schedules, outstanding works and supporting documentation.
• Verify that invoices are supported by the relevant approved quotation, purchase order, delivery order or service report prior to submission for approval.
• Maintain the facilities vendor and contract register, including contract values, expiry dates, renewal terms and key vendor contacts.
• Monitor facilities expenditure against approved budgets and highlight unusual, unexpected or unplanned expenditure.
• Support the Building & Facilities Lead in evaluating vendor performance and identifying opportunities for cost savings and service improvements.
• Maintain proper documentation relating to facilities assets, purchases, disposals and approval records.

PPE, Uniform & Safety Equipment Administration

• Maintain accurate inventory, issuance and acknowledgement records for safety shoes, helmets, gloves, uniforms, life vests and other approved PPE.
• Process approved PPE requests and coordinate collection and distribution to employees.
• Conduct regular stock checks, maintain appropriate minimum stock levels and arrange timely replenishment.
• Maintain the life-vest register, including serial numbers and assigned engineers.
• Monitor life-vest inspection and servicing expiry dates and arrange servicing one to two months in advance.
• Issue and track temporary replacement 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 procurement, distribution and related documentation.
• Investigate and report missing, damaged or unreturned PPE and company-issued equipment.

WSH, ISO & Regulatory Administration

• Coordinate WSH Committee meeting schedules, meeting rooms, invitations and document circulation.
• Prepare, file and maintain approved WSH meeting minutes and action trackers.
• Support monthly KPI data collection and controlled document filing in accordance with established reporting schedules.
• Maintain customer evaluation records and other assigned ISO-related documentation.
• Retrieve, organise and maintain facilities, WSH and ISO documentation required for internal and external audits.
• Follow up with relevant departments on assigned audit findings, observations and corrective actions.
• Compile information required for NEA declarations relating to electrical and electronic product supplies for review prior to submission.
• Provide administrative support to the Compliance & Internal Control Executive on assigned WSH, ISO and compliance activities.
• Ensure that regulatory interpretation and compliance ownership remain with the designated Compliance & Internal Control team.

Office & General Administration

• Manage the ordering and monitoring of office, pantry, coffee-machine and other common-use supplies within approved budgets.
• Maintain vendor contact lists, facilities documentation, task trackers and shared-folder records.
• Coordinate signage, office fixtures, meeting-room equipment and other workplace requirements.
• Work closely with various departments to support facilities and general administrative needs.
• Provide backup support for other General Affairs administrative activities when required.
• Perform other reasonable duties related to the position as assigned by the Building & Facilities Lead or Head of Finance & Administration.

Reporting & Performance Monitoring

Prepare and submit a monthly facilities report covering:

• Open and completed facilities cases
• Outstanding and overdue defects and corrective actions
• Preventive maintenance completion status
• Upcoming contract, licence, certificate and warranty expiries
• PPE stock, issuance and servicing status
• Facilities expenditure against approved budget
• Vendor performance and service issues
• Outstanding WSH and ISO administrative actions

Candidate Profile

• Diploma or Degree in Facilities Management, Business Administration, Engineering, General Administration or a related discipline.
• 1 years of experience in facilities, office administration, general affairs or workplace operations.
• Experience coordinating vendors, contractors, maintenance activities and procurement processes.
• Good understanding of workplace safety, facilities documentation and administrative controls.
• Strong organisational and coordination skills with excellent attention to detail.
• Good communication and interpersonal skills, with the ability to work effectively with internal departments, vendors and contractors.
• Proficient in Microsoft Office, particularly Excel and Word.
• Able to manage multiple priorities, follow up independently and meet deadlines.
• Proactive, hands-on and comfortable working in a fast-paced operational environment.
• Experience supporting WSH, ISO or audit-related activities will be an advantage.