Admin Assistant (Facilities Management)

People Advantage Pte Ltd; Singapore; On-site; SGD 40,000 - 55,000; Full time

Job summary

A prominent facilities management company in Singapore seeks a proactive Site Administrator to support operational functions. The role involves ensuring compliance and effective coordination among teams and vendors. Candidates should have prior administrative experience in facilities management, strong organizational skills, and proficiency with digital tools. This position is crucial for maintaining documentation, managing security clearances, and ensuring operational efficiency.

Qualifications

• Prior experience in administrative support within facilities management.
• Strong coordination skills and ability to liaise with teams and vendors.
• Familiarity with PDPA and security clearance processes.

Responsibilities

• Coordinate security clearance applications for staff and vendors.
• Maintain and update quotation and EPO trackers.
• Track and compile monthly attendance records.

Skills

Administrative support

Coordination skills

Microsoft Office proficiency

Attention to detail

Time management

Tools

Mozart

Dropbox

OneDrive

Job description

The Role: Site Administrator (Facilities Management)

We are seeking a proactive and detail-oriented Site Administrator to support the operational and administrative functions of our facilities management team. This role plays a key part in ensuring smooth coordination between internal teams, vendors, and clients, while maintaining compliance and documentation standards.

Key Responsibilities:

• Coordinate and process security clearance applications for staff and vendors, ensuring compliance with PDPA and site-specific protocols.

• Maintain and update quotation and EPO trackers regularly; liaise with vendors to ensure timely and accurate documentation.

• Track and compile monthly attendance records for submission to the Facilities Management team, ensuring deadlines are met.

• Prepare and submit master work schedules by coordinating with vendors, including annual, monthly, and actual maintenance schedules.

• Follow up with soft services teams (e.g., cleaning, horticulture, pest control) to collect and compile monthly reports and service documentation.

• Verify and consolidate hard services claims and supporting documents from TPSP for certification and payment processing.

• Convert vendor quotations into internal formats for submission and initiate internal purchase order requests.

• Organize and maintain documentation for audit readiness, ensuring records are systematically stored and easily accessible.

• Monitor and manage tasks within the Mozart system, including CWO, PPM, and IoT-related activities, ensuring timely execution and KPI compliance.

What Are We Looking For?

We’re looking for a highly organized and collaborative individual who thrives in a fast-paced environment and is comfortable managing multiple stakeholders and systems.

Requirements:

• Prior experience in administrative support within facilities management or a related field is preferred.

• Strong coordination skills with the ability to liaise effectively across internal teams and external vendors.

• Proficient in Microsoft Office and familiar with digital tools such as Dropbox, OneDrive, and workflow systems like Mozart.

• Excellent attention to detail and ability to manage documentation for compliance and audit purposes.

• Strong time management skills with the ability to meet tight deadlines for monthly and quarterly submissions.

• Familiarity with procurement processes, including quotation formatting and purchase order requests.

• Understanding of PDPA and data handling protocols, especially in relation to security clearance processes.

• Comfortable working with confidential information and adhering to strict data protection guidelines.

• Ability to work independently while supporting broader operational goals.

We regret that only shortlisted candidates will be notified. Thank you.

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