Facilities & Administration Executive

Elitez Pte Ltd; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

Elitez Pte Ltd in Singapore seeks a Facilities Coordinator to oversee preventive maintenance, inspections, and coordination with vendors to maintain facilities.

You will manage documentation, assets records, and assist with ISO/WSH compliance while ensuring office operations run smoothly. The role requires at least 3 years in facilities or admin coordination and proficiency in MS Office; NetSuite familiarity is a plus.

Qualifications

• Minimum GCE O-Level with relevant experience, or NITEC, Higher NITEC or Diploma in Facilities Management, Business Administration, Building Services, Supply Chain, Safety or a related discipline.
• At least 3 years of relevant experience in facilities, operations or administrative coordination.
• Experience coordinating building maintenance, contractors, vendors or service providers will be advantageous.
• Experience in engineering, industrial, marine, warehouse or technical-service environments is an advantage.
• Knowledge of facilities administration, preventive maintenance scheduling and vendor coordination.
• Familiarity with purchasing processes, including quotations, purchase orders, invoices and supporting documents.
• Basic understanding of workplace safety, ISO or regulatory documentation is advantageous.
• WSH or Fire Safety-related experience or training will be advantageous.
• Proficient in Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
• Familiarity with ERP systems such as NetSuite will be an advantage.

Responsibilities

• Coordinate preventive maintenance, repairs, inspections and facilities improvement works.
• Conduct workplace inspections and follow up on reported defects and maintenance issues.
• Liaise with vendors, contractors, technicians and internal stakeholders.
• Manage facilities-related documentation, including quotations, purchase orders, service reports and invoices.
• Maintain records for assets, equipment, service contracts, licences and certificates.
• Monitor contract, warranty and certificate expiry dates and coordinate timely renewals.
• Support the administration and inventory management of PPE, uniforms and safety equipment.
• Assist with assigned WSH, ISO, audit and regulatory documentation.
• Coordinate office supplies, workplace facilities and general administrative requirements.
• Prepare and maintain facilities trackers, reports, registers and monthly performance updates.
• Support vendor coordination, purchasing activities and basic expenditure monitoring.
• Assist with emergency preparedness, fire drills and related follow-up actions.
• Perform other relevant duties as assigned.

Skills

Facilities coordination

Vendor liaison

Documentation management

MS Office

ERP familiarity

Education

GCE O-Level

NITEC

Diploma in Facilities Management

Tools

NetSuite ERP

MS Excel

MS Word

PowerPoint

Outlook

Job description

Key Responsibilities

• Coordinate preventive maintenance, repairs, inspections and facilities improvement works.
• Conduct workplace inspections and follow up on reported defects and maintenance issues.
• Liaise with vendors, contractors, technicians and internal stakeholders.
• Manage facilities-related documentation, including quotations, purchase orders, service reports and invoices.
• Maintain records for assets, equipment, service contracts, licences and certificates.
• Monitor contract, warranty and certificate expiry dates and coordinate timely renewals.
• Support the administration and inventory management of PPE, uniforms and safety equipment.
• Assist with assigned WSH, ISO, audit and regulatory documentation.
• Coordinate office supplies, workplace facilities and general administrative requirements.
• Prepare and maintain facilities trackers, reports, registers and monthly performance updates.
• Support vendor coordination, purchasing activities and basic expenditure monitoring.
• Assist with emergency preparedness, fire drills and related follow-up actions.
• Perform other relevant duties as assigned.

Requirements

• Minimum GCE O-Level with relevant experience, or NITEC, Higher NITEC or Diploma in Facilities Management, Business Administration, Building Services, Supply Chain, Safety or a related discipline.
• At least 3 years of relevant experience in facilities, operations or administrative coordination.
• Experience coordinating building maintenance, contractors, vendors or service providers will be advantageous.
• Experience in engineering, industrial, marine, warehouse or technical-service environments is an advantage.
• Knowledge of facilities administration, preventive maintenance scheduling and vendor coordination.
• Familiarity with purchasing processes, including quotations, purchase orders, invoices and supporting documents.
• Basic understanding of workplace safety, ISO or regulatory documentation is advantageous.
• WSH or Fire Safety-related experience or training will be advantageous.
• Proficient in Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
• Familiarity with ERP systems such as NetSuite will be an advantage.
• Strong organisational, coordination and follow-up skills.
• Able to work independently while collaborating effectively with internal and external stakeholders.

By submitting an application or your resume, you are deemed to have consented to Elitez Pte Ltd collecting, using, and disclosing your personal data for the purpose stated in our privacy notice (www.elitez.asia/privacy-policy). You acknowledge that you have read, understood and agree with the terms in our privacy notice.

Adrian Chan| EA Personnel No: R2199063

Elitez Pte Ltd | EA License No: 16C8004