Executive, Facilities & Services

NEWCASTLE AUSTRALIA INSTITUTE OF HIGHER EDUCATION PTE. LTD.; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

An educational institution in Singapore is looking for a proactive Executive, Facilities & Services. The role involves overseeing maintenance, coordinating with vendors, and ensuring day-to-day operational support. Ideal candidates will have substantial experience in administrative roles and strong organizational skills, particularly in a collaborative environment with flexible working hours.

Qualifications

• Experience in an administrative or coordination role.
• Technical competency in AV Systems / Fire Protection / Room Booking is preferred.
• Experience in the educational sector is preferred.

Responsibilities

• Oversee maintenance of classrooms, offices, and common areas.
• Coordinate with vendors for facility upkeep and improvements.
• Manage maintenance requests and ensure timely resolution.
• Supervise service contractors.
• Investigate faults and implement preventive measures.
• Manage meeting room bookings and event space readiness.

Skills

Preventive Maintenance

Microsoft Office

Ability To Work Independently

Inventory

Procurement

Emergency Response

Furniture Management

Team Player

Stakeholder Management

Facilities Management

Education

Diploma or bachelor’s in business administration, Facilities Coordination, or related field

Job description

Roles & Responsibilities

We are seeking a proactive and organized Executive, Facilities & Services to join our team. This role is ideal for individuals who excel in coordination, communication, and operational support within a professional office environment. As a Facilities Executive, you will be responsible for supporting the Assistant Manager, Finance and Facilities in all aspects of day-to-day operations.

Key Responsibilities

Facilities & Logistics

• Oversee maintenance of classrooms, offices, and common areas.
• Coordinate with vendors and contractors for facility upkeep and improvements.
• Manage maintenance requests and ensure timely, well-documented resolution.
• Supervise service contractors (e.g., cleaning, pest control, landscaping).
• Investigate faults and implement preventive measures.
• Support office moves, furniture setups, and workspace arrangements.
• Manage meeting room bookings and event space readiness.
• Ensure equipment and logistics are in place for events.

Stationery, Supplies & Pantry Management

• Monitor and manage inventory of office and pantry supplies.
• Coordinate procurement, restocking, and distribution through approved vendors.
• Maintain organized storage and accurate usage records.
• Ensure pantry cleanliness and functionality of appliances (e.g., coffee machines, water dispensers).
• Respond to staff feedback and adjust supply levels to meet needs and reduce waste.

Health, Safety & Compliance Support

• Report safety hazards and assist in implementing corrective actions.
• Support emergency procedures and drills in collaboration with safety officers.
• Implement safety protocols and emergency response procedures, including collaborating with relevant authorities to ensure school compliance with safety regulations.

Qualifications & Skills

Education & Experience

• Diploma or bachelor’s in business administration, Facilities Coordination, or related field.
• Experience in an administrative or coordination role. Experience in an educational sector will be preferred.
• Technical competency in AV Systems / Fire Protection / Room Booking will be highly preferred.

Skills & Attributes

• Possess good practical knowledge in building maintenance with initiative and good analytical skills.
• Ability to work independently as well as a team player.
• Assist promptly in emergencies or extremely hands‑on.
• Be an active Emergency Response Team member.
• Strong organizational and communication skills.
• Attention to detail and ability to manage multiple tasks.
• Proficiency in Microsoft Office.

Working Conditions

• Office-based with occasional walkthroughs or inspections.
• Flexible working hours depending on the needs for events, evening classes or any other urgent matters.
• Collaborative work environment with regular interaction across departments.

Key Skills

• Preventive Maintenance
• Microsoft Office
• Ability To Work Independently
• Inventory
• Procurement
• Emergency Response
• Furniture
• Team Player
• Stakeholder Management
• Facilities Management