Facilities & Administration Executive

Beecruit Pte Ltd; Singapore; On-site; SGD 43,000 - 51,000; Full time

Job summary

Beecruit Pte Ltd is seeking a proactive Facilities & Administration Executive in Singapore to support daily operations, building maintenance, and office services. The role involves coordinating contractors, vendors and service contracts, handling purchasing and PPE administration, and maintaining facilities records.

Ideal candidates have 3+ years in facilities or operational administration, with familiarity in building services and ERP systems.

Qualifications

• Minimum 3 years' facilities or operational admin experience.
• Experience coordinating maintenance, contractors, vendors and invoices.
• Basic knowledge of building services (air-con, electrical, fire-safety, access control).
• Proficient with Microsoft Office apps; ERP familiarity an advantage.

Responsibilities

• Conduct regular workplace inspections and follow up on defects until completion.
• Maintain preventive-maintenance schedules for building systems, equipment and common areas.
• Coordinate maintenance, repairs, breakdowns and minor facilities improvement projects.
• Manage facilities requests and liaise with vendors, contractors and technicians.
• Coordinate services such as air-conditioning, electrical systems, fire-safety systems, access control, cleaning and pest control.
• Maintain facilities records, asset registers, warranties, licences, inspection certificates and contract-expiry schedules.
• Obtain quotations, prepare cost comparisons and process purchase requisitions or purchase orders.
• Verify invoices against approved quotations, purchase orders, delivery orders and service reports.
• Monitor facilities expenditure and support vendor performance evaluations.
• Maintain stock and issuance records for PPE, uniforms, safety shoes, helmets and life vests.
• Arrange inspection, servicing and timely renewal of safety equipment.
• Provide administrative support for WSH Committee meetings, ISO documentation, audits and corrective-action tracking.
• Order and monitor office, pantry and other common-use supplies.
• Prepare monthly facilities reports covering maintenance, expenditure, contracts, PPE and outstanding actions.

Skills

Organisational skills

Record keeping

Communication

Follow-up

Education

GCE O-Level

Diploma or related field

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

NetSuite / ERP

Job description

Salary: Up to S$4,200 per month | Immediate Opening

We are seeking a proactive and organised Facilities & Administration Executive to support the daily operations and administration of our building, workplace facilities and general office services.

The successful candidate will coordinate maintenance activities, contractors, vendors, service contracts, purchasing, PPE administration and facilities records. Candidates with experience in an engineering, marine, industrial, warehouse or technical-service environment are strongly encouraged to apply.

Key Responsibilities

• Conduct regular workplace inspections and follow up on defects until completion.
• Maintain preventive-maintenance schedules for building systems, equipment and common areas.
• Coordinate maintenance, repairs, breakdowns and minor facilities improvement projects.
• Manage facilities requests and liaise with vendors, contractors and technicians.
• Coordinate services such as air-conditioning, electrical systems, fire-safety systems, access control, cleaning and pest control.
• Maintain facilities records, asset registers, warranties, licences, inspection certificates and contract-expiry schedules.
• Obtain quotations, prepare cost comparisons and process purchase requisitions or purchase orders.
• Verify invoices against approved quotations, purchase orders, delivery orders and service reports.
• Monitor facilities expenditure and support vendor performance evaluations.
• Maintain stock and issuance records for PPE, uniforms, safety shoes, helmets and life vests.
• Arrange inspection, servicing and timely renewal of safety equipment.
• Provide administrative support for WSH Committee meetings, ISO documentation, audits and corrective-action tracking.
• Order and monitor office, pantry and other common-use supplies.
• Prepare monthly facilities reports covering maintenance, expenditure, contracts, PPE and outstanding actions.

Requirements

• Minimum GCE O-Level with relevant experience, or NITEC, Higher NITEC or Diploma in Facilities Management, Building Services, Business Administration, Supply Chain, Safety or a related discipline.
• At least three years of experience in facilities or operational administration.
• Hands-on experience coordinating building maintenance, contractors, vendors, service contracts, purchasing and facilities-related invoices.
• Basic knowledge of common building services, including air-conditioning, electrical, fire-safety and access-control systems.
• Familiarity with PPE or inventory administration, WSH, ISO 9001 or ISO 45001 documentation would be advantageous.
• Proficient in Microsoft Excel, Word, PowerPoint and Outlook.
• Familiarity with NetSuite or a similar ERP system would be advantageous.
• Strong organisational, record-keeping, communication and follow-up skills.
• Comfortable conducting building walkabouts across offices, stores, workshops and operational areas.
• Able to manage multiple deadlines and occasional urgent or after-hours facilities matters.

Up to S$4,200 per month, depending on experience.

The maximum salary is intended for candidates with strong industrial or building facilities experience, particularly those with relevant WSH or fire-safety exposure or training.