Facilities and Administration Executive

MOH SENG CRANES PTE. LTD.; Singapore; On-site; SGD 40,000 - 68,000; Full time

Job summary

MS Holdings Pte Ltd is seeking a proactive and detail-oriented Facilities, Administration & Compliance Executive to support the efficient operation of our offices and facilities while ensuring compliance with BizSAFE, ISO, and company standards.

The successful candidate will play a key role in facilities management, office administration, vendor coordination, workplace safety initiatives, and quality management system documentation.

Qualifications

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Responsibilities

• Facilities management: oversee maintenance, repairs, servicing and upkeep of offices and facilities.
• Administration: manage office supplies, procurement, courier services, records and onboarding/offboarding support.
• Workplace Safety & BizSAFE: coordinate safety initiatives, maintain BizSAFE docs, assist audits and inspections, liaise with authorities.
• ISO Management System Support: maintain ISO documentation and support internal/external audits.
• Vendor & Contract Management: source and monitor contractors, obtain quotes, manage service agreements and invoices.
• General duties: provide admin/operational support and participate in ad-hoc projects as required.

Skills

Proactive & detail-oriented

Organizational & coordination

Communication & stakeholder mgmt

Independent & multitasking

Education

Diploma or Degree in Business Administration, Facilities Management, Workplace Safety & Health, Engineering, or related disciplines

Tools

Microsoft Office

Job description

MS Holdings Pte Ltd is seeking a proactive and detail-oriented Facilities, Administration & Compliance Executive to support the efficient operation of our offices and facilities while ensuring compliance with workplace safety, BizSAFE, ISO, and company standards.

The successful candidate will play a key role in facilities management, office administration, vendor coordination, workplace safety initiatives, and quality management system documentation.

Key Responsibilities

Facilities Management

• Coordinate and oversee maintenance, repairs, servicing, and upkeep of office premises and company facilities.
• Conduct regular inspections to ensure facilities are maintained in a safe and operational condition.
• Liaise with contractors, building management, suppliers, and service providers.
• Monitor facility-related expenditures and maintenance schedules.
• Manage office renovations, relocation projects, and workspace improvements.
• Maintain records of company assets, equipment, and maintenance contracts.

Administration

• Manage office supplies, pantry inventory, stationery, and procurement activities.
• Coordinate courier services, mail handling, document filing, and record management.
• Support employee onboarding and offboarding administrative activities.
• Assist in organizing meetings, company events, and staff engagement activities.
• Prepare reports, presentations, and administrative documentation as required.

Workplace Safety & BizSAFE

• Support and coordinate the company's Workplace Safety and Health (WSH) initiatives.
• Maintain BizSAFE certification requirements and related documentation.
• Coordinate workplace safety meetings, inspections, risk assessments, and corrective actions.
• Liaise with external auditors, consultants, and government agencies on safety-related matters.
• Monitor and update safety policies, procedures, incident reports, and training records.
• Ensure compliance with applicable workplace safety regulations and company policies.

ISO Management System Support

• Maintain ISO documentation, procedures, records, and compliance requirements.
• Coordinate internal and external ISO audits.
• Monitor corrective and preventive action plans.
• Assist department heads in implementing and maintaining ISO standards and processes.
• Support continuous improvement initiatives and compliance reviews.

Vendor & Contract Management

• Source, evaluate, and manage contractors and service providers.
• Obtain quotations and support procurement activities.
• Monitor vendor performance and contract renewals.
• Process invoices and maintain service agreements.

General Duties

• Provide administrative and operational support to management.
• Support special projects and ad-hoc assignments as required.

Requirements

• Diploma or Degree in Business Administration, Facilities Management, Workplace Safety & Health, Engineering, or related disciplines.
• Minimum 2 years of relevant experience in facilities management, administration, compliance, or workplace safety.
• Familiarity with BizSAFE and ISO management systems.
• Good understanding of workplace safety regulations and compliance requirements.
• Strong organizational and coordination skills.
• Proficient in Microsoft Office applications.
• Ability to work independently and manage multiple priorities.

Preferred Qualifications

• BizSAFE Coordinator / BizSAFE Level 2 certification or equivalent.
• Experience supporting ISO 9001, ISO 14001 and/or ISO 45001 management systems.
• Experience coordinating audits and regulatory inspections.
• Knowledge of vendor and contract management.

Personal Attributes

• Meticulous and highly organized.
• Strong sense of ownership and accountability.
• Good communication and stakeholder management skills.
• Resourceful problem solver with a hands‑on approach.
• Able to work effectively in a fast‑paced environment.