Executive, Estates & Facilities Management (6 months contract)

*SCAPE SG; Singapore; On-site; SGD 40,000 - 70,000; Full time

Job summary

SCAPE SG in Singapore is seeking a Facilities Coordinator to assist in daily monitoring of building systems, coordinate with vendors, and support safety and sustainability initiatives. You will handle maintenance requests, inspect venues for readiness, and ensure timely service delivery during events.

The role requires hands-on coordination with contractors, strong organizational skills, and the ability to work weekends as part of a facilities team.

Qualifications

• Experience in event logistics, maintenance operations, and contract management.
• Resourceful and able to work independently as well as in a team.
• Must be able to work on weekends.

Responsibilities

• Assist in daily monitoring of building systems such as air-conditioning, lighting, lifts, plumbing, fire safety systems, and electrical infrastructure.
• Support routine inspections to identify maintenance issues, cleanliness concerns, or safety hazards.
• Help track preventive maintenance schedules to ensure equipment servicing is completed on time.
• Participate in site walkabouts with facilities team and contractors.
• Receive and log maintenance requests; coordinate with external vendors and contractors.
• Maintain records of maintenance history, quotations, service reports, and warranty documents.
• Update filing systems for contracts, licenses, floor plans, compliance reports, and maintenance documentation.

Skills

Event logistics

Maintenance operations

Contract management

Weekend work

Job description

• Assist in the daily monitoring of building systems such as air-conditioning, lighting, lifts, plumbing, fire safety systems, and electrical infrastructure.
• Support routine inspections of premises to identify maintenance issues, defects, cleanliness concerns, or safety hazards.
• Help track preventive maintenance schedules to ensure equipment servicing is completed on time.
• Participate in site walkabouts with the facilities team and contractors.

2. Maintenance Coordination

• Receive and log maintenance requests from internal departments, tenants, or event teams.
• Coordinate with external vendors and contractors for repair work, servicing, or inspections.
• Follow up on job completion timelines and service quality.
• Maintain records of maintenance history, quotations, service reports, and warranty documents.

3. Administrative & Documentation Duties

• Update filing systems for contracts, licenses, floor plans, compliance reports, and maintenance documentation.
• Prepare meeting minutes, internal reports, and presentation materials.
• Support procurement documentation such as purchase requisitions, quotation comparisons, and invoice tracking.
• Assist in budget tracking for maintenance expenses and operational costs.

4. Workplace Safety & Compliance

• Support compliance checks relating to workplace safety regulations and fire safety requirements.
• Assist with emergency preparedness exercises, evacuation drills, and safety awareness initiatives.
• Help ensure contractors comply with safety procedures when performing on-site works.
• Participate in risk assessment reviews and incident reporting processes where required.

5. Space & Venue Readiness

• Assist in preparing venues, common areas, meeting rooms, and event spaces for daily operations or special programmes.
• Coordinate with operations teams to ensure facilities are clean, functional, and event-ready.
• Help inspect furniture, fixtures, and equipment before and after events.

6. Sustainability & Improvement Projects

• Support green initiatives such as energy-saving campaigns, waste management programmes, or recycling efforts.
• Collect data on utilities consumption such as electricity and water usage.
• Assist in research for smart building solutions, operational efficiencies, or facility upgrades.
• Contribute ideas for improving user experience within the building environment.

7. Stakeholder Communication

• Liaise professionally with contractors, service providers, tenants, and internal departments.
• Respond to facility-related enquiries in a timely manner.
• Provide frontline support during operational issues such as equipment breakdowns or urgent repairs.

WHO YOU ARE:

• Must be able to work on weekends
• Experience in event logistics, maintenance operations, and contract management.
• Resourceful, and able to work independently as well as a team member to meet deadlines