Facilities and Office Services Executive

About the Role

We are looking for a proactive and hands-on Facilities & Office Services Executive to support the safe, efficient and reliable operation of our workplace. This broad-based position combines workplace operations, vendor and contractor coordination, maintenance and improvement projects, workplace safety, security, compliance and office services. You will coordinate daily facilities services, while responding to the practical needs of employees and business units.

This role suits someone who enjoys being on the ground, solving practical problems and following issues through. You do not need to be a specialist in every facilities system, but you should be organised, service-minded and confident coordinating the right people to get work completed safely and properly.

Key Responsibilities

1. Workplace Operations & Employee Support

• Keep the office safe, comfortable and ready for daily use by coordinating cleaning, air-conditioning, electrical services, lighting, pest control, landscaping, meeting rooms, event halls and other workplace services.
• Conduct regular workplace checks, respond to facilities requests and follow reported issues through to closure.
• Support office services such as mailroom, telecommunications, season parking, workplace bookings and special setups.
• Work with employees, business units, landlords and service providers to minimise disruption and maintain a positive workplace experience.
• Support the administration of corporate travel insurance, including maintaining policy information, coordinating enrolment or documentation, and directing travel-related insurance enquiries to the appropriate insurer or internal contact.
• Coordinate corporate travel insurance, hotel, airline and ticketing-agent arrangements, including record maintenance, service coordination and employee enquiries

2. Vendor, Contract & Invoice Management

• Manage facilities vendors and contractors, monitor service quality and SLA performance, and ensure agreed work is completed properly.
• Coordinate quotations, sourcing exercises, RFPs, contract renewals, vendor onboarding and contractor documentation.
• Verify facilities-related invoices against quotations, contracts, purchase orders and completed services, and coordinate timely submission for payment.
• Prepare and process internal billing and cost allocation to the relevant business units or cost centers, supported by accurate records and calculations.
• Follow up on invoice or billing discrepancies with vendors and internal stakeholders and maintain organized records for audit and reconciliation purposes.

3. Maintenance, Projects & Assets

• Coordinate preventive maintenance, repairs and troubleshooting for building systems and office facilities, including ACMV, electrical, access control, CCTV and fire protection systems.
• Support office renovation, refurbishment, space planning, relocation and workplace improvement projects from quotation and scheduling through site coordination and completion.
• Maintain facilities and office equipment records, including asset count, physical verification, transfer, disposal and equipment lease administration.
• Plan for equipment replacement and identify practical improvements to workplace functionality and efficiency.

4. Safety, Security & Continuous Improvement

• Support Workplace Safety & Health activities, risk assessments, workplace inspections, emergency preparedness and CERT coordination.
• Administer physical security controls such as access cards, access control and CCTV, and support relevant
• WSH, ISO 14001 and ISO 27001 audits and compliance activities.
• Coordinate contractor safety requirements and ensure facilities work follow company requirements.
• Support sustainability, energy, water, waste reduction, recommend simpler and more effective ways of working.

Qualifications & Experience

• Diploma or Degree in Facilities Management, Building Services, Engineering, Property / Building Managementor a related discipline.
• Preferably 3 to 5 years of relevant experience in facilities management, workplace operations, building services or a corporate office environment. Candidates with strong hands-on facilities experience may also be considered.
• Practical experience coordinating vendors, contractors, maintenance services or facilities projects would be advantageous.
• Familiarity with Workplace Safety & Health practices and facilities compliance requirements.
• Experience in vendor sourcing, quotation evaluation, contract administration or procurement would be an advantage.
• Proficient in Microsoft Office applications.

Only shortlisted candidates will be contacted.

Xavier Goh | EA License No.: 02C3423 | Personnel Registration No.: R24125428

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