Facilities & Administration Executive

Responsibilities

• Oversee day-to-day facilities and workplace operations, including building inspections, defect tracking, maintenance scheduling, and repair coordination.
• Arrange preventive maintenance, breakdown support, contractor visits, and minor workplace improvement works to ensure timely completion.
• Administer facilities service requests by coordinating with vendors and technicians, monitoring progress, and maintaining accurate completion records.
• Maintain documentation for facilities assets, building plans, licences, certificates, warranties, service contracts, and renewal schedules.
• Coordinate workplace services, including cleaning, pest control, air-conditioning, electrical systems, fire-safety systems, security and access systems, and common-use equipment.
• Facilitate quotation sourcing, purchasing documentation, invoice verification, vendor follow-ups, and facilities expenditure monitoring.
• Manage PPE, uniforms, life vests, and safety equipment inventories, including issuance records, stock replenishment, servicing schedules, and equipment tracking.
• Provide administrative coordination for Workplace Safety and Health (WSH), ISO, audits, regulatory matters, and compliance-related activities, including document filing, action tracking, and evidence preparation.
• Support general office administration by managing workplace supplies, signage, meeting-room equipment, shared records, and cross-departmental facilities requirements.
• Prepare regular facilities performance reports covering maintenance status, outstanding defects, contract expiries, PPE activities, expenditure, vendor issues, and WSH/ISO follow-up actions.

Requirements

• Minimum GCE O-Level with relevant experience, or NITEC, Higher NITEC, or Diploma in Facilities Management, Business Administration, Building Services, Safety, or a related discipline.
• At least 3 years of relevant experience in facilities or operational administration, including building maintenance, contractor/vendor coordination, purchasing, and PPE or inventory management.
• Practical knowledge of preventive maintenance, facilities services, service contract administration, purchasing documentation, invoice processing, and basic building systems within the marine/maritime industry.
• Proficient in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook, with the ability to maintain trackers, registers, expiry schedules, reports, and basic expenditure analysis, familiarity with ERP NetSuite will be an added advantage.
• Strong organisational, follow-up, record-keeping, communication, and problem-solving skills, ability to manage multiple deadlines, work independently, coordinate with internal and external stakeholders, and maintain accurate documentation.

Clarence Khoh
R1552376