Facilities & Administration Executive (Manufacturing Industry)

GLOWGROUP PTE. LTD.; Singapore; On-site; SGD 36,000 - 51,000; Full time

Job summary

GLOWGROUP PTE. LTD. is seeking a Facilities & Administration Executive to support day-to-day facilities operations in Singapore. The role covers documentation, purchasing, vendor liaison, PPE management, and WSH/ISO activities, ensuring smooth service and compliance across facilities and stakeholders.

You will coordinate maintenance, manage records, and prepare monthly facilities reports, while engaging with suppliers and internal teams to meet deadlines.

Qualifications

• Minimum education as stated: GCE O-Level with experience or a diploma in related disciplines.
• Experience in facilities/operations administration or coordination roles.
• Familiarity with ERP systems is an advantage.

Responsibilities

• Manage day-to-day Facilities administration, including records, trackers, reports, documentation and filing.
• Coordinate quotations, purchase requisitions/orders, invoices and office/PPE supplies.
• Liaise with vendors and contractors on quotations, service schedules, maintenance works and outstanding matters.
• Maintain records of facilities assets, contracts, licences, inspection certificates, warranties and service schedules.
• Maintain PPE, uniforms, safety shoes, life vests and safety equipment records, issuance and servicing schedules.
• Support WSH and ISO administration, including meetings, documentation, audit records and follow-up actions.
• Prepare monthly reports covering facilities issues, maintenance, contracts, expenditure, PPE and outstanding actions.
• Support workplace inspections and coordinate maintenance, repairs and minor facilities works.
• Coordinate facilities services including air-conditioning, cleaning, pest control, fire safety, electrical and access-control systems.
• Support fire drills, emergency preparedness and other facilities-related activities.
• Escalate technical, safety or urgent facilities issues to the Building & Facilities Lead.
• Provide administrative support to the Building & Facilities Lead and other related departments as required.

Skills

Administrative support

Vendor coordination

MS Office

Excel

Multitasking

Education

GCE O-Level or NITEC/Diploma in related field

Tools

NetSuite ERP

Job description

We are seeking a Facilities & Administration Executive to provide day-to-day administrative and coordination support for the Facilities function. In this role, you will support documentation, purchasing, vendors, PPE, maintenance and WSH/ISO activities.

Responsibilities:

• Manage day-to-day Facilities administration, including records, trackers, reports, documentation and filing.
• Coordinate quotations, purchase requisitions/orders, invoices and office/PPE supplies.
• Liaise with vendors and contractors on quotations, service schedules, maintenance works and outstanding matters.
• Maintain records of facilities assets, contracts, licences, inspection certificates, warranties and service schedules.
• Manage PPE, uniforms, safety shoes, life vests and safety equipment records, issuance and servicing schedules.
• Support WSH and ISO administration, including meetings, documentation, audit records and follow-up actions.
• Prepare monthly reports covering facilities issues, maintenance, contracts, expenditure, PPE and outstanding actions.
• Support workplace inspections and coordinate maintenance, repairs and minor facilities works.
• Coordinate facilities services including air-conditioning, cleaning, pest control, fire safety, electrical and access-control systems.
• Support fire drills, emergency preparedness and other facilities-related activities.
• Escalate technical, safety or urgent facilities issues to the Building & Facilities Lead.
• Provide administrative support to the Building & Facilities Lead and other related departments as required.

Requirements:

• Minimum GCE O-Level with relevant experience, or NITEC/Higher NITEC/Diploma in Business Administration, Facilities Management, Building Services, Safety or a related discipline.
• At least 3 years of relevant experience in facilities administration, operations administration or a similar coordination role.
• Experience in an industrial, engineering, marine, manufacturing, warehouse or technical environment is advantageous.
• Strong administrative, organisational and follow-up skills.
• Proficient in Microsoft Office, particularly Excel and Word.
• Familiarity with ERP systems / NetSuite is an advantage.
• Basic knowledge of facilities management, WSH, Fire Safety or ISO will be advantageous.
• Good communication skills and confidence dealing with vendors, contractors and internal stakeholders.
• Detail-oriented, proactive and able to manage multiple deadlines independently