Facilities & Administration Executive

Stafflink Services Pte Ltd; Singapore; On-site; SGD 42,000 - 54,000; Full time

Benefits offered by this job

Company Transport Provided

Job summary

Stafflink Services Pte Ltd is seeking a dedicated Facilities Administrator to support building operations in a fast-paced environment. You will manage inspections, coordinate repairs, and oversee service contracts while ensuring safety and regulatory compliance.

Responsibilities include vendor sourcing, purchasing, PPE management, and coordinating WSH/ISO processes. A relevant diploma and 3+ years' hands-on experience are expected, with proficiency in MS Office and ERP systems such as NetSuite.

Qualifications

• Proficient in MS Office (Excel, Word, PowerPoint).
• Familiarity with ERP systems (NetSuite) is a plus.
• Basic understanding of HVAC, electrical, and fire‑safety systems.

Responsibilities

• Regular workplace inspections, record defects, coordinate maintenance and repairs.
• Manage facilities helpdesk, coordinate site visits with contractors, ensure works meet standards.
• Monitor expiry of service contracts, licenses, and warranties, renewals 60 days prior.

Skills

MS Office

Vendor coordination

Communication

Education

Diploma in Facilities Management

GCE O-Level

Tools

NetSuite ERP

HVAC knowledge

Job description

Monday- Friday (9am - 6pm)

Company Transport Provided

MNC

Key Responsibilities

Building & Facilities Operations

• Conduct regular workplace inspections, record defects, and coordinate scheduled maintenance, repairs, and minor improvement projects.

• Manage the facilities helpdesk, attend to contractors during site visits, and ensure agreed works are completed to standard.

• Monitor and track the expiry of facilities service contracts, licenses, and warranties, initiating renewals at least 60 days in advance.

• Coordinate essential building services including air-conditioning, fire-safety systems, electrical, security/access systems, and cleaning.

Vendor Management & Purchasing

• Source quotations, prepare cost comparisons, and process Purchase Requisitions/Orders for facilities, office, and PPE purchases.

• Verify invoices against approved POs, Delivery Orders, and Service Reports before submission.

• Monitor facilities expenditure against the approved budget and assist in evaluating vendor performance.

PPE, Safety Equipment & General Admin

• Manage the inventory, issuance, and replenishment of PPE (safety shoes, helmets, uniforms) and coordinate the servicing of life vests and fall-arrest systems.

• Order and monitor general office, pantry, and common-use supplies.

• Prepare monthly facilities reports covering open cases, maintenance completion, expenditure, and PPE stock status.

WSH, ISO & Regulatory Support

• Coordinate WSH Committee meetings, file minutes, and maintain action trackers.

• Organize facilities, WSH, and ISO evidence (ISO 9001, ISO 45001) for internal and external audits.

• Follow up on audit observations and compile information for regulatory declarations (e.g., NEA).

Requirements

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

• Experience: At least 3 years of hands‑on experience in facilities/operational administration, contractor coordination, purchasing, or inventory control.

• Industry Background: Experience in an engineering, marine, industrial, or technical-service environment is highly advantageous.

• Technical Skills: Proficient in MS Office (Excel, Word, PowerPoint). Familiarity with ERP systems (NetSuite) is a plus. Basic understanding of HVAC, electrical, and fire‑safety systems.

• Safety Knowledge: Basic familiarity with ISO 9001/45001 and WSH documentation.

We regret only shortlisted candidates will be notified.