Senior Executive, Admin & Facilities Management

OMNI-PLUS SYSTEM LIMITED; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A leading facilities management firm in Singapore is seeking an experienced administrative professional to manage office operations and regulatory compliance. The ideal candidate will oversee monthly expenses, coordinate with third-party vendors, and ensure that all licenses are current. Candidates should have at least a diploma and 5 years of experience in administration or facilities management. This role also involves promoting sustainability and health & safety in the workplace. A strong attention to detail and communication skills are essential.

Qualifications

• Minimum Diploma in any related subject.
• Candidates without diploma but possess more than 5 years of experience will be considered.
• Min 5 years in administration and/or facilities management function.
• Strong knowledge in managing Regulatory Compliance & Licensing Administration.
• Experience as a Fire Safety Manager is advantageous.

Responsibilities

• Handle and perform checks on monthly expenses claims.
• Manage Regulatory Compliance & Licensing Administration.
• Support in planning and coordination of company events.
• Ensure timely procurement of pantry items and office stationery.
• Coordinating staff/contractors for health & safety compliance.

Skills

Attention to detail

Strong communication skills

Problem solving

Multitasking

Education

Diploma in any related subject

Job description

Job Description

• Handle and perform check on the monthly expenses claims for Group of Companies through the e-claim system including monthly expenses claim reporting.

• Support in mid-year/annual review for Airfare and Hotel Accommodation.

• Manage Regulatory Compliance & Licensing Administration (e.g. NEA, SCDF, MOM etc)

• Conduct vendor coordination, documentation, and follow-up to meet operational timelines.

• Support in planning and coordination of any company events.

• Managing administrative policies and systems across Group of companies.

• Ensure that the Company is in-line with all statutory regulations, including applying for and maintaining all relevant licenses required for the Company’s operational needs are kept up-to-date and valid.

• Ensure all relevant admin documents and records are filed in a complete, systematic, and chronological order.

• Ensure all office equipment, including copiers, water dispensers, coffee machine, AED machine, and others are maintained and functioning properly through regular checks and arranging repairs as needed.

• Ensure timely procurement and replenishment of pantry items and office stationery to maintain a well-stocked environment.

• Ensure office premise is cleaned, according to sanitised standards and to conduct regular inspections.

• Manage service contractors, including security, landscaping, and cleaning vendors, ensuring all contractual obligations are met.

• Supervise office building maintenance and repair works to ensure all amenities are functioning properly. Conduct regular inspections and address maintenance issues promptly to maintain a safe and efficient work environment.

• Support sustainability in promoting green practices, managing energy consumption, and reducing environmental impact.

• Managing third party service providers including support in ensuring compliance with PDPA guidelines.

• As an appointed Fire safety manager and implement safety protocols, conduct regular inspections to ensure in compliance with regulations.

• Coordinating staff/contractors, ensuring health & safety compliance, handling emergencies, and managing renovations, ultimately making sure the facility is effectively supported.

• Any other adhoc task as assigned by management

Requirements

• Minimum Diploma in any related subject

• Candidates without diploma but possess more than 5 years of experience in the listed scope will be considered

• Min 5 years in administration and/or facilities management function

• Strong knowledge in managing Regulatory Compliance & Licensing Administration (e.g. NEA, SCDF, MOM etc)

• Experience as a Fire Safety Manger will be advantages, candidates without will be sent for course

• Attention to detail and accuracy in verifying documentations

• Ability to handle multitasking and meet datelines

• Problem solving skills to resolve claim discrepancies or office issues

• Strong communication skills to manage communications with third party vendors and guest and internal stakeholders.