Facilities & Administration Executive

TALENT-MERGE PTE. LTD.; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

TALENT-MERGE PTE. LTD. is seeking a proactive Facilities Administration Coordinator to oversee daily building maintenance, defect tracking, and compliance documentation.

You will coordinate vendors, manage service requests, purchase records, and PPE inventories, while supporting WSH/ISO activities and asset registers.

Candidates should have 3+ years in facilities or operations, strong MS Office skills, and basic ERP NetSuite familiarity in a Singapore-based role.

Qualifications

• Minimum 3 years of facilities or operational administration experience.
• Experience in building maintenance, contractor/vendor coordination, purchasing, and PPE/inventory.
• Proficient in MS Office; ERP NetSuite familiarity is advantageous.

Responsibilities

• Oversee day-to-day facilities and workplace activities, including inspections, defect tracking, maintenance schedules, and repair coordination.
• Arrange preventive maintenance, breakdown support, contractor visits, and minor improvement works.
• Administer facilities service requests by coordinating vendors, monitoring progress, and maintaining records.
• Maintain documentation for facilities assets, licenses, certificates, warranties, and renewal schedules.
• Coordinate workplace services such as cleaning, air-conditioning, electrical, fire-safety, security, and common equipment.
• Facilitate quotation sourcing, purchasing documentation, invoice verification, and vendor follow-ups.
• Control PPE, uniforms, life vests, and safety-equipment inventories, including issuance and replenishment.
• Provide admin support for WSH, ISO, audits, regulatory, and compliance activities.
• Support general office administration and cross-department facilities requirements.
• Compile regular facilities performance reports on status, defects, expiries, PPE, expenditure, and vendor issues.

Skills

Microsoft Office (Excel, Word, PowerPo

Vendor coordination

Facilities maintenance

PPE inventory management

Documentation and record-keeping

WSH/ISO compliance

ERP NetSuite familiarity

Education

GCE O-Level or equivalent

NITEC / Higher NITEC / Diploma in Facilities Management or related

Tools

NetSuite ERP

Job description

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