Administrative Executive

Exceltec Property Management Pte Ltd; Singapore; On-site; SGD 30,000 - 40,000; Full time

Job summary

A leading property management company in Singapore is seeking a facilities management administrative coordinator to support the FM team. Responsibilities include maintaining records, assisting with reports, and handling procurement tasks. Candidates should have a diploma or equivalent in a relevant field, basic finance knowledge, and strong organizational skills. This role is perfect for those with administrative experience looking to advance in facilities management.

Qualifications

• 1-3 years of administrative experience, preferably in FM/IFM.
• Basic finance/accounting knowledge.
• Comfortable with digital systems.

Responsibilities

• Maintain and update FM records and reports.
• Prepare reports, meeting minutes, and administrative paperwork.
• Handle procurement and finance-related tasks.

Skills

Attention to detail

Organizational skills

Communication skills

Proficient in MS Office

Education

GCE O-Level / A-Level / Nitec / Higher Nitec / Diploma in Business Admin, Accounting or related fields

Job description

Overview

As part of the Integrated Engineering Facilities Management (IFM) team, you will handle documentation, reporting, and administrative coordination for day-to-day FM operations. You will support the Facilities Manager (FM), Assistant Facilities Managers (AFMs), and Facilities Management Executives (FMEs) in ensuring smooth operations across multiple sites.

Responsibilities

• Maintain and update FM records, reports, and documentation (CMMS, shared folders).
• Prepare basic reports, meeting minutes, correspondence, and administrative paperwork.
• Assist with consolidation and checking of weekly/monthly operational data.
• Handle procurement and finance-related tasks such as quotation processing, invoice verification, PR/PO creation, and cost tracking.
• Liaise with vendors and subcontractors for document submissions and scheduling.
• Coordinate meetings, logistics, and communication with schools and internal teams.
• Support audit preparations, evidence collation, and compliance documentation.

Requirements

• GCE O-Level / A-Level / Nitec / Higher Nitec / Diploma in Business Admin, Accounting, or related fields.
• Basic finance/accounting knowledge (e.g., invoices, quotations, cost checking).
• 1–3 years of admin experience preferred; FM/IFM experience is a plus.
• Strong attention to detail, accurate data handling, and good organisational skills.
• Proficient in MS Office (Excel/Word) and comfortable with digital systems.
• Good communication skills and a positive, service-oriented attitude.
• Note: Only shortlisted candidate will be contacted for interview. Thank you for your understanding and application.