Facilities & Administration Executive

Talent-Merge; Singapore; On-site; SGD 39,000 - 47,000; Full time

Job summary

Talent-Merge is seeking a Facilities Administrator to oversee day-to-day operations, manage maintenance activities, and coordinate with vendors in Singapore.

You will maintain asset documentation, support safety and compliance programs, and ensure smooth office services. The role requires 3+ years in facilities or operational administration, with strong Excel and ERP familiarity.

Qualifications

• Minimum GCE O-Level with relevant experience.
• At least 3 years of relevant experience in facilities or operational administration involving building maintenance, contractor/vendor coordination, purchasing, and PPE or inventory management.
• Proficient in Microsoft Office, with Excel/Word/PowerPoint/Outlook; familiarity with ERP NetSuite is beneficial.

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.

Skills

Microsoft Office

Excel

Word

PowerPoint

Outlook

Education

GCE O-Level or equivalent

NITEC/Higher NITEC/Diploma in Facilities Management

Tools

NetSuite ERP

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