Facilities Co-coordinator

ICAP; Singapore; On-site; SGD 40,000 - 55,000; Full time

Job summary

A prominent financial services firm in Singapore is seeking a Facilities Coordinator to support the Facilities Manager in daily operations, vendor coordination, and compliance activities. The ideal candidate should have a diploma in facilities management and 2 years of relevant experience. Strong organizational and communication skills are essential for ensuring a safe and efficient workplace environment.

Benefits

Inclusive work culture

Career growth opportunities

Qualifications

• 2 years of relevant experience in facilities coordination or office management.
• Basic understanding of building systems like HVAC and fire protection.
• Knowledge of Singapore regulations such as Fire Safety and WSH is an advantage.

Responsibilities

• Support the Facilities Manager in ensuring day-to-day operations.
• Conduct daily checks of office facilities.
• Assist in coordinating vendor visits and service delivery.

Skills

Organizational skills

Communication skills

Attention to detail

Service-oriented mindset

Education

Diploma in Facilities Management, Building Services, Engineering

Tools

MS Office

Job description

Role Overview

The Facilities Coordinator supports the Facilities Manager in ensuring smooth day-to-day operations of the office. This role focuses on vendor coordination, facilities maintenance, compliance support, and front-of-house service, ensuring a safe, efficient, and welcoming workplace environment for employees and visitors.

Responsibilities

1. Facility Operations & Maintenance

• Support the Facilities Manager in liaising with the landlord and contractors for permits, approvals, and building services.
• Conduct daily checks of office facilities and highlight issues for timely resolution.
• Assist in scheduling and coordinating preventive and corrective maintenance works with vendors.
• Support monitoring of mechanical and electrical (M&E) systems (HVAC, electrical, plumbing, fire protection, security systems).
• Maintain proper records of maintenance activities, vendor service reports, and asset inventories.
• Escalate issues promptly to Facilities Manager and ensure follow-up closure.

2. Vendor & Procurement Support

• Assist in coordinating vendor visits, office access, and service delivery.
• Raise purchase orders (POs) and process goods receipt (GR) in accordance with procurement policies.
• Track vendor service reports

3. Compliance & Safety

• Support the Fire Safety Manager (FSM) with fire safety activities, drills, and incident reporting.
• Attend fire alarm activations and escalate as needed with timely reporting.
• Assist in Workplace Safety & Health (WSH) compliance activities.
• Ensure all maintenance and facility activities comply with company standards.

4. Space & Office Services

• Assist in seating plans, desk assignments, and move coordination for staff.
• Oversee general office services, including courier and mail distribution
• Provide back-up reception/front-of-house support when required (visitor registration, calls, visitor greetings).

5. Reporting & Administration

• Support operational reporting, including tracking of maintenance activities and facilities KPIs.
• Perform other ad-hoc duties as assigned by the Facilities Manager.

Qualifications

• Diploma in Facilities Management, Building Services, Engineering, or related discipline preferred.
• 2 years of relevant experience in facilities coordination, office management, or vendor support.
• Basic understanding of building systems (M&E, HVAC, fire protection).
• Knowledge of Singapore regulations (Fire Safety, WSH) is an advantage.
• Proficiency in MS Office
• Strong organizational skills with attention to detail and accuracy.
• Good communication and interpersonal skills; able to work well with internal teams, vendors, and building management.
• Service-oriented mindset with ability to respond promptly to issues.
• Consistently punctual with a well-attended history.
• Willing to work on weekends, where required

Job Band and Level: Support. 3

Not The Perfect Fit?

Concerned that you may not meet the criteria precisely? At TP ICAP, we wholeheartedly believe in fostering inclusivity and cultivating a work environment where everyone can flourish, regardless of your personal or professional background. If you are enthusiastic about this role but find that your experience doesn't align perfectly with every aspect of the job description, we strongly encourage you to apply. You may be the ideal candidate for this position or another opportunity within our organisation. Our dedicated Talent Acquisition team is here to assist you in recognising how your unique skills and abilities can be a valuable contribution. Don’t hesitate to take the leap and explore the possibilities. Your potential is what truly matters to us.

Company Statement

We know that the best innovation happens when diverse people with different perspectives and skills work together in an inclusive atmosphere. That’s why we’re building a culture where everyone plays a part in making people feel welcome, ready and willing to contribute. TP ICAP Accord - our Employee Network - is a central to this. As well as representing specific groups, TP ICAP Accord helps increase awareness, collaboration, shares best practice, and holds our firm to account for driving continuous cultural improvement.

Location

Singapore - 50 Raffles Place - Singapore