Facilities Coordinator

Sodexo Singapore Pte Ltd; Singapore; On-site; SGD 28,000 - 45,000; Full time

Job summary

Sodexo Singapore Pte Ltd is seeking a Facilities/Office Administrator to handle procurement data entry, supplier setup, quotes, and meeting coordination at the Buona Vista site.

role involves security oversight, office upkeep, vendor liaison, and daily space management with a focus on accurate record-keeping and coordination with Facilities and site lead.

Qualifications

• Experience with procurement data entry and supplier setup.
• Ability to liaise with suppliers and internal teams.
• Organised individual with attention to detail.

Responsibilities

• Prepare and data-enter requisitions for supplier and event payments in the Procurement system.
• Set up new suppliers in the Procurement system.
• Obtain quotes from suppliers before raising a PO in the Procurement system.
• Provide relief for Client Service team when required.
• Order and maintain office stationery and consumables; obtain quotes for unlisted items.
• Oversee security functions: approve forgotten/lost security cards and maintain security system with Facilities.
• Maintain office equipment and order parts (e.g., water filters, dishwasher).
• Liaise with contractors for site work and installations.
• Assist set-up of client and staff meetings/functions.
• Coordinate with building management with Facilities and site lead.
• Schedule regular cleaning inspections with cleaners/building management.
• Provide access to security technicians for monthly maintenance of the security system.
• Update Floor wardens list and coordinate training with building management.
• Assist with locker allocations and manage Clear Desk policy.
• Manage after-hours access for functions (air conditioning, cleaning).
• Actively manage office space daily.
• Manage WPS inbox; use internal security system (C-Cure) and EMS.
• Conduct regular site inspections of office condition and supplies.
• Perform other facilities tasks related to smart office as directed.

Skills

Data entry

Procurement coordination

Supplier liaison

Office administration

Tools

Procurement system

C-Cure security

EMS – Event Management System

Job description

Working Location : Buona Vista

Working Hours : Mon - Fri, 8.30am to 5.30pm

• Preparation and data entry of requisitions for supplier and event payments in the Procurement system
• Set up of new suppliers in Procurement system
• Obtain quotes from suppliers prior to raising requisition for purchase order in the Procurement system
• Provide relief for Client Service team if required
• Order/maintain office stationery & consumables through Procurement including obtaining quotes for the unlisted products
• Oversee Security functions with approving the Issue of forgotten/lost security cards & maintain security system in conjunction with Facilities assistant
• Office equipment maintenance and ordering. (i.e. water filters, dishwasher, etc.)
• Liaise with contractors for site work e.g. maintenance, installations
• Assist with the set-up of client and staff meetings/functions as required.
• Liaise with building management when required in conjunction with Facilities assistant and site lead
• Ensure regular cleaning inspections are scheduled with the cleaners and building management
• Provide access to security technicians for monthly maintenance of the security system
• Update Floor wardens list & co-ordinate training with building management
• Assist with locker allocations
• Manage Clear Desk policy
• Manage after-hours access for functions, e.g. air conditioning, cleaning etc.
• Actively manage Office space on a daily basis
• Management of WPS inbox
• Good knowledge of internal security system – C-Cure
• Good knowledge of EMS – Event Management System
• Conduct regular site inspections to check general office condition and inventory levels of stationery/supplies.
• Any other facilities tasks related to smart office as directed by the Site Lead