Facilities & Administration Specialist: Maintenance, Compliance & Vendors

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

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.