Facilities & Administration Executive

Quantum Leap Career Consultancy; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

Quantum Leap Career Consultancy seeks a dedicated Facilities and Admin Executive to be the backbone of building operations and office coordination. You will manage day-to-day administration and coordinate with vendors to ensure a safe, efficient workplace.

The role requires 3+ years in facilities or admin support, proficiency in MS Office and NetSuite, and familiarity with building services. You are proactive, detail-oriented, and comfortable managing inspections, PPE, audits, and reporting.

Qualifications

• 3+ years of facilities or operational administration experience.
• Experience in vendor management and purchasing.
• Knowledge of building services e.g. air-conditioning, electrical, fire-safety, and access-control.

Responsibilities

• Facilities & Operations Management: conduct inspections, track defects, and manage preventive maintenance; handle facilities helpdesk and coordinate with vendors and technicians for repairs.
• Vendor & Cost Control: source quotations, prepare purchase orders, verify invoices, monitor expenditure against budget, and evaluate vendor performance for cost savings.
• Safety & PPE Administration: manage engineers' PPE, including safety shoes, uniforms, life vests; monitor inspection expiry dates.
• Compliance & Audit Support: support WSH, ISO 9001, ISO 45001 activities; coordinate committee meetings; maintain documents; organize audit evidence.
• Office Administration & Reporting: order supplies, coordinate signage and meeting-room equipment, and prepare monthly facilities performance reports.

Education

Relevant Diploma or NITEC in Facilities Management / Business Administration / Building Services / Safety or related discipline

Tools

Microsoft Office

NetSuite ERP

Job description

We are looking for a dedicated Facilities and Admin Executive to be the backbone of our building operations and office coordination. If you thrive in a dynamic environment, love solving problems, and take pride in maintaining a safe and efficient workplace, this is the perfect role for you!

What You Will Do

As our Facilities and Admin Executive, you will take ownership of the day-to-day administration and coordination of our building and facilities. Your key responsibilities will include:

• Facilities & Operations Management: Conduct regular building inspections, track defects to closure, and manage the preventive maintenance calendar. You will also handle the facilities helpdesk, coordinating with vendors and technicians for repairs and minor improvement projects.

• Vendor & Cost Control: Source quotations, prepare purchase orders, and verify invoices. You will monitor facilities expenditure against our approved budget and evaluate vendor performance to identify cost-saving opportunities.

• Safety & PPE Administration: Take charge of administering engineers' PPE, including safety shoes, uniforms, and life vests. You will monitor inspection expiry dates for life vests and fall-arrest systems, ensuring our team is always equipped and safe.

• Compliance & Audit Support: Provide vital administrative support for WSH, ISO 9001, and ISO 45001 activities. You will coordinate WSH Committee meetings, maintain ISO documents, and organize evidence for internal and external audits.

• Office Administration & Reporting: Order office and pantry supplies, coordinate general workplace requirements (like signage and meeting-room equipment), and prepare concise monthly facilities performance reports.

Who We Are Looking For

• Education: Minimum GCE O-Level with relevant experience, or a NITEC/Higher NITEC/Diploma in Facilities Management, Business Administration, Building Services, Supply Chain, Safety, or a related discipline.

• Experience: At least 3 years of relevant experience in facilities or operational administration (vendor management, purchasing, building-maintenance coordination, and inventory control). Experience in an engineering, marine, industrial, or technical-service environment is highly advantageous.

• Technical Skills: Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook) and familiar with ERP NetSuite. You should also have a basic understanding of common building services like air-conditioning, electrical, fire-safety, and access-control systems.

• Your Work Style: You are proactive, detail-oriented, and capable of identifying issues without waiting for daily instructions. You are comfortable conducting regular building walkabouts and are willing to coordinate occasional after-hours maintenance when urgent matters arise.