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

Facilities Operation (Project Administration & Coordination)

• 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.

Facilities Operation (Facilities Maintenance Administration)

• 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.

Requirements:

• 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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