Facilities & Administration Executive

Tap Growth ai; Singapore; On-site; SGD 39,000 - 47,000; Full time

Job summary

Tap Growth ai is seeking a Facilities Manager to oversee day-to-day building operations and coordinate maintenance activities in Singapore. You will manage contractor visits, maintenance schedules, and incoming service requests while ensuring accurate documentation of licenses, warranties, and asset records.

The role requires strong organisational skills, proficiency in MS Office, and experience with ERP systems like NetSuite.

Qualifications

• Minimum GCE O-Level or relevant Diploma in FM/Business Admin.
• At least 3 years in facilities or operational admin.
• Experience with vendor coordination and PPE/inventory.
• Proficient in Excel, Word, PowerPoint, Outlook; ERP familiarity is a plus.

Responsibilities

• Oversee day-to-day facilities and workplace activities.
• Coordinate preventive maintenance and contractor visits.
• Administer service requests and track completion.
• Maintain facilities records, plans, licenses and warranties.
• Compile regular facilities performance reports.

Skills

Facilities management

Vendor coordination

Preventive maintenance

Documentation

Record-keeping

Education

GCE O-Level / NITEC / Diploma

Tools

NetSuite ERP

MS Office

Job description

Salary range: S$3,500 to S$4,200

Responsibilities

• Oversee day-to-day facilities and workplace activities, including building inspections, defect tracking, maintenance schedules, and repair coordination.

• Arrange preventive maintenance, breakdown support, contractor visits, and minor workplace improvement works to ensure timely completion.

• Administer facilities service requests by coordinating vendors or technicians, monitoring progress, and maintaining accurate completion records.

• Maintain documentation for facilities assets, building plans, licenses, certificates, warranties, service contracts, and renewal schedules.

• Coordinate workplace services such as cleaning, pest control, air-conditioning, electrical systems, fire-safety systems, security/access systems, and common-use equipment.

• Facilitate quotation sourcing, purchasing documentation, invoice verification, vendor follow-ups, and facilities expenditure monitoring.

• Control PPE, uniforms, life vests, and safety-equipment inventories, including issuance records, stock replenishment, servicing schedules, and equipment tracking.

• Provide administrative coordination for WSH, ISO, audit, regulatory, and compliance-related activities, including document filing, action tracking, and evidence preparation.

• Support general office administration by managing workplace supplies, signage, meeting-room equipment, shared records, and cross-department facilities requirements.

• Compile regular facilities performance reports covering maintenance status, outstanding defects, contract expiries, PPE activities, expenditure, vendor issues, and WSH/ISO follow-up actions.

Requirements

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

• At least 3 years of relevant experience in facilities or operational administration involving building maintenance, contractor/vendor coordination, purchasing, and PPE or inventory management.

• Practical knowledge of preventive maintenance, facilities services, service-contract administration, purchasing documentation, invoice processing, and basic building systems; experience in an engineering, marine, industrial, warehouse, or technical environment is advantageous.

• Proficient in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook, with the ability to maintain trackers, registers, expiry schedules, reports, and basic expenditure analysis; familiarity with ERP NetSuite is beneficial.

• Strong organisational, follow-up, record-keeping, communication, and problem-solving skills, with the ability to manage multiple deadlines, work independently, coordinate with internal and external stakeholders, and maintain accurate documentation.

Clarence Khoh
R1552376