Facilities and Office Services Executive (East/ MNC/ Corporate Office)

TRUST RECRUIT PTE. LTD.; Singapore; On-site; SGD 50,000 - 80,000; Full time

Job summary

TRUST RECRUIT PTE. LTD. is seeking a Workplace Operations & Employee Support specialist to keep the office safe, comfortable and ready for daily use. You will coordinate cleaning, HVAC, electrical services, lighting, pest control and other facilities services.

You will work with employees, business units, landlords and service providers to minimize disruption, manage corporate travel insurance, and support office services such as mail, bookings and special setups.

Qualifications

• Experience coordinating vendors, contractors and maintenance services.
• Knowledge of Workplace Safety & Health practices is a plus.
• Strong documentation and record-keeping abilities.

Responsibilities

• Coordinate cleaning, HVAC, electrical, lighting, pest control and other workplace services to keep the office safe and comfortable.
• Manage facilities vendors, conduct SLA reviews and verify invoices against contracts and POs.
• Support preventive maintenance, space planning, renovations and asset records.
• Assist in safety programs, audits and access control coordination.

Skills

Vendor coordination

Facilities operations

MS Office proficiency

Education

Diploma or Degree in Facilities Management, Building Services, Engineering, Property / Building Management or a related discipline

Tools

Microsoft Office

Job description

Workplace Operations & Employee Support

Keep the office safe, comfortable and ready for daily use by coordinating cleaning, air-conditioning, electrical services, lighting, pest control, landscaping, meeting rooms, event halls and other workplace services.

Conduct regular workplace checks, respond to facilities requests and follow reported issues through to closure.

Support office services such as mailroom, telecommunications, season parking, workplace bookings and special setups.

Work with employees, business units, landlords and service providers to minimise disruption and maintain a positive workplace experience.

Support the administration of corporate travel insurance, including maintaining policy information, coordinating enrolment or documentation, and directing travel-related insurance enquiries to the appropriate insurer or internal contact.

Coordinate corporate travel insurance, hotel, airline and ticketing-agent arrangements, including record maintenance, service coordination and employee enquiries

Vendor, Contract & Invoice Management

Manage facilities vendors and contractors, monitor service quality and SLA performance, and ensure agreed work is completed properly.

Coordinate quotations, sourcing exercises, RFPs, contract renewals, vendor onboarding and contractor documentation.

Verify facilities-related invoices against quotations, contracts, purchase orders and completed services, and coordinate timely submission for payment.

Prepare and process internal billing and cost allocation to the relevant business units or cost centers, supported by accurate records and calculations.

Follow up on invoice or billing discrepancies with vendors and internal stakeholders and maintain organized records for audit and reconciliation purposes.

Maintenance, Projects & Assets

Coordinate preventive maintenance, repairs and troubleshooting for building systems and office facilities, including ACMV, electrical, access control, CCTV and fire protection systems.

Support office renovation, refurbishment, space planning, relocation and workplace improvement projects from quotation and scheduling through site coordination and completion.

Maintain facilities and office equipment records, including asset count, physical verification, transfer, disposal and equipment lease administration.

Plan for equipment replacement and identify practical improvements to workplace functionality and efficiency.

Safety, Security & Continuous Improvement

Support Workplace Safety & Health activities, risk assessments, workplace inspections, emergency preparedness and CERT coordination.

Administer physical security controls such as access cards, access control and CCTV, and support relevant WSH, ISO 14001 and ISO 27001 audits and compliance activities.

Coordinate contractor safety requirements and ensure facilities work follow company requirements.

Support sustainability, energy, water, waste reduction, and recommend simpler and more effective ways of working.

Job Requirements

Diploma or Degree in Facilities Management, Building Services, Engineering, Property / Building Management or a related discipline.

Preferably 2 to 5 years of relevant experience in facilities management, workplace operations, building services or a corporate office environment. Candidates with strong hands‑on facilities experience may also be considered.

Practical experience coordinating vendors, contractors, maintenance services or facilities projects would be advantageous.

Familiarity with Workplace Safety & Health practices and facilities compliance requirements.

Experience in vendor sourcing, quotation evaluation, contract administration or procurement would be an advantage.

Proficient in Microsoft Office applications.

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