Facilities Assistant

SODEXO SINGAPORE PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading facilities management company in Singapore is seeking an individual to assist the Facilities Coordinator in daily operations, administrative support, and managing correspondence through the reception. Responsibilities include coordinating work orders, managing cleaning staff, and ensuring service standards are met. Ideal candidates should be proactive, detail-oriented, and able to handle various administrative tasks in a fast-paced environment. The role is crucial for maintaining efficient service delivery in facilities management.

Responsibilities

• Assists Facilities Coordinator in day-to-day operations in Facilities Management.
• Provides administrative and site facilities support.
• Responsible for all correspondence through the reception area.

Job description

Responsibilities

• Assists Facilities Coordinator (FC) in administrating the day to day operations in Facilities Management.
• Provides administrative and site facilites support.
• Responsible for all internal and external correspondence through the reception area.
• Assigns the generated work orders to cleaner or handyman.
• Coordinate with the cleaner/handyman to close the service requests.
• Ensure work orders issued are closed in time with customer satisfaction.
• Maintain and check for accuracy on completed paperwork submitted by vendors.
• Develop and maintain filing system to keep track of work updates and statutory licenses status.
• Assists the FC in managing cleaning staff, receptionist/s.
• Coordinates with Vendor to arrange for any servicing schedule.
• Manage and monitor daily mail & parcel service as well as pantry service and ensure that services are meeting/exceeding SLA defined by and SODEXO.
• Provides support whenever there is shortage of manpower in the department.
• Administrate OT submissions for staff.
• Assists the FC in liaising and reporting building defects wherever applicable with Landlord.
• Conducts safety walks and workplace inspections together with the FC.
• Assists the FC in the preparation of reports and documents in variety of formats (PowerPoint, Excel, Word etc.).
• Escalate urgent issues identified to the FC.
• Maintain site records, keeping it updated and accurate.
• Raise purchase requisitions as required.
• Any ad-hoc duties required by the department.