Admin Executive (Location: Punggol)

CBRE Group, Inc.; Singapore; On-site; SGD 39,000 - 56,000; Full time

Job summary

CBRE Group, Inc. is seeking an Admin Executive to provide administrative, financial, vendor, and operational support for Integrated Facilities Management services in Singapore. You will ensure contract compliance, maintain records, and support reporting and audits.

You will manage inquiries, process work orders in CMMS/CAFM, coordinate procurement, and assist with onboarding, invoicing, and meetings. Strong organisational skills and 3+ years in related roles are required.

Qualifications

• Minimum Diploma in any field.
• At least 3 years of relevant working experience - contract administration, customer service, or related administrative roles.
• Strong organisational and coordination skills with attention to detail.
• Experience managing vendors, procurement processes, and documentation.
• Proficient in Microsoft Office applications and FM systems (CMMS/CAFM preferred).
• Good communication and stakeholder management skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Serve as the main point of contact for client enquiries and ensure prompt resolution.
• Manage work orders, service requests, and updates through CMMS/CAFM systems.
• Support day-to-day contract administration and ensure activities meet contract requirements.
• Coordinate procurement activities: PRs, POs, quotations, and vendor engagement.
• Assist with vendor onboarding, documentation, performance tracking, and compliance.
• Review invoices and cost allocations to support financial reporting and invoicing.
• Maintain contract records, asset registers, and inventory databases.
• Coordinate meetings, site visits, onboarding activities, and stakeholder communications.
• Prepare reports, minutes, trackers, and support contract reviews.
• Monitor onboarding and transition milestones, and report progress.
• Maintain SOPs, checklists, templates, and process documentation; identify improvements.
• Support safety, compliance, and audit activities with records and training logs.
• Assist with facilities administration, including access cards, PPE, and lost-and-found.
• Provide general administrative support to the Integrated Facilities Management team.

Skills

Organisational skills

Coordination skills

Communication skills

Stakeholder management

Multitasking

Microsoft Office

FM systems CMMS/CAFM

Education

Diploma

Tools

CMMS/CAFM

Job description

Job Summary

As a CBRE Admin Executive, you will be required to provide administrative, financial, vendor, and operational support to ensure the smooth delivery of Integrated Facilities Management (IFM) services, client satisfaction, and contract compliance.

What You'll Do

• Serve as the main point of contact for client enquiries, ensuring prompt resolution and high service standards.
• Manage work orders, service requests, and updates through CMMS/CAFM systems.
• Support day-to-day contract administration and ensure activities are delivered in line with contract requirements.
• Coordinate procurement activities, including purchase requisitions, purchase orders, quotations, and vendor engagement.
• Support vendor onboarding, documentation, performance tracking, and compliance requirements.
• Review invoices, billing documentation, cost allocations, and support financial reporting and client invoicing.
• Maintain accurate contract records, asset registers, inventory databases, and other operational documentation.
• Coordinate meetings, site visits, onboarding activities, training sessions, and stakeholder communications.
• Prepare reports, meeting minutes, trackers, and support business and contract review meetings.
• Monitor onboarding and transition activities, ensuring milestones and deliverables are tracked and reported.
• Maintain and update SOPs, checklists, templates, and process documentation while identifying opportunities for improvement.
• Support safety, compliance, and audit activities, including documentation, training records, and attendance tracking.
• Assist with facilities administration, including access card management, locker allocation, PPE and uniform issuance, and lost-and-found matters.
• Provide general administrative and operational support to the Integrated Facilities Management (IFM) team.

What You'll Need

• Minimum Diploma in any field
• At least 3 years of relevant working experience - contract administration, customer service, or related administrative roles.
• Strong organisational and coordination skills with attention to detail.
• Experience managing vendors, procurement processes, and documentation.
• Proficient in Microsoft Office applications and FM systems (CMMS/CAFM preferred).
• Good communication and stakeholder management skills.
• Ability to manage multiple priorities in a fast-paced environment.