Facilities Admin Lead - Streamline Budgets & Vendor Ops

Thomson Medical Pte Ltd; Santo Niño 1st; On-site; PHP 1,922,000 - 2,856,000; Full time

Job summary

Thomson Medical Pte Ltd is seeking an Administrative Executive to support daily Facilities Management (FM) operations in Singapore. You will handle end-to-end procurement processing, verify invoices against POs, and track CAPEX/OPEX budgets, while maintaining contracts and PM records.

You will liaise with vendors, internal teams, and government agencies, manage mobile services, and handle petty cash and document filing. The role requires 2+ years of admin experience and MS Office proficiency.

Qualifications

• Diploma or Higher NITEC in Business Administration, Facilities Management, Building Services, Engineering, Office Administration, or a related discipline.
• Minimum 2 years of administrative experience, preferably in Facilities Management or the Healthcare industry, with experience in documentation, coordination and general administrative support.
• Proficient in Microsoft Office applications, including Microsoft Word, Excel, PowerPoint and Outlook, with the ability to prepare professional documents, manage and analyse data, develop presentations, maintain records and handle routine email and administrative tasks effectively.
• Good organisational, communication and interpersonal skills.
• Meticulous, responsible, and able to work independently.

Responsibilities

• Provide administrative support to the Facilities Management (FM) team.
• Process Purchase Requisitions (PRs) and Purchase Orders (POs) in accordance with procurement procedures.
• Verify supplier invoices against Purchase Orders, process payment documentation, and coordinate with Finance and vendors on discrepancies and payment status.
• Assist in obtaining quotations and maintaining procurement records.
• Monitor CAPEX and OPEX expenditures and support budget tracking activities.
• Maintain records of contracts, warranties, licences, insurance, and other FM-related documents.
• Maintain organised electronic and hardcopy filing systems for FM records.
• Maintain preventive maintenance (PM) documentation and ensure timely and complete submission from contractors.
• Liaise with contractors, vendors, internal departments, and external agencies on FM-related matters.
• Follow up on submissions and applications with government agencies (e.g. IRAS, SP Group, PUB, HDB, Town Council, NEA, SCDF).
• Manage mobile services including application, renewal, and deactivation, and coordinate user access setup for internal communication systems (e.g. Linkus).
• Administer petty cash claims, including verification and submission of supporting documents.
• Coordinate FM schedules, meetings, and general administrative arrangements.
• Provide overall administrative support to ensure efficient FM operations.

Job description

Thomson Medical Pte Ltd is seeking an Administrative Executive to support daily Facilities Management (FM) operations in Singapore. You will handle end-to-end procurement processing, verify invoices against POs, and track CAPEX/OPEX budgets, while maintaining contracts and PM records.

You will liaise with vendors, internal teams, and government agencies, manage mobile services, and handle petty cash and document filing. The role requires 2+ years of admin experience and MS Office proficiency.