Facilities Coordinator Executive

Serangoon Gardens Country Club; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

Serangoon Gardens Country Club is seeking a Facilities Coordinator Executive to support day-to-day facilities operations, maintenance activities, and project works. The role involves coordinating contractors, monitoring budgets, and ensuring compliance with safety standards and organisational policies.

You will plan maintenance, manage attendance, prepare tender analyses, and coordinate site meetings, progress updates, and handovers.

Qualifications

• Diploma or equivalent in Facilities Management or related field.
• Experience in facilities management or maintenance.
• Knowledge of safety, compliance and contract administration.
• Proficient in MS Office applications (Excel/Word/PowerPoint) and Gmail.
• Strong communication, coordination and problem-solving skills.

Responsibilities

• Maintain records of maintenance schedules, inspection reports and service contracts.
• Verify completed works and invoices; recommend payments.
• Monitor service contracts and ensure contractors fulfil obligations.
• Maintain register of contractors, warranties and maintenance contracts.
• Assist in planning preventive/corrective maintenance and repairs.
• Manage staff duty roster and attendance in the time system.
• Prepare tender comparisons, tender assessments and management reports.
• Coordinate site meetings, inspections, progress updates and handovers.
• Follow up on defects, rectification and warranty matters.
• Ensure compliance with safety standards and internal procedures.
• Maintain inspection records, permits and compliance documentation.
• Support emergency preparedness and business continuity arrangements.
• Assist in preparing operating budgets and capital expenditure proposals.
• Monitor expenditures against approved budgets.
• Prepare purchase requisitions, work orders and payment recommendations.
• Address facilities-related feedback and service requests from users and staff.
• Perform other related duties as assigned by HOD.

Skills

Facilities coordination

Contractor management

Budgeting

Communication

Education

Facilities Management Diploma

Tools

Excel

PowerPoint

Gmail

Job description

The Facilities Coordinator Executive is responsible for coordinating and assisting to support the day-to-day facilities operations, maintenance activities, and improvement works to ensure that the premises, building systems, equipment, and facilities are maintained in a safe, reliable, and efficient condition.

The role involves coordinating contractors and service providers, monitoring maintenance and project works, assist in preparing tender and quotation documents, managing facilities-related feedback, monitoring expenditure, and ensuring compliance with applicable statutory requirements, workplace safety standards, and organisational policies.

Key Responsibilities

• Maintain proper records of maintenance schedules, inspection reports, service contracts, and completed works.

• Verify completed works and service reports before processing invoices and recommending payments.

• Monitor service contract performance and ensure that contractors fulfil their contractual obligations.

• Maintain an updated register of contractors, service agreements, warranties, and maintenance contracts.

• Assist to plan and coordinate preventive maintenance, corrective maintenance, and repair works.

• Manage and update staff duty roster and attendance in the Whyze time attendance system.

• Prepare quotation comparison summaries, tender assessment reports, and recommendations for management's review and approval.

• Coordinate site meetings, project inspections, progress updates, and handover arrangements.

• Follow up on outstanding defects, rectification works, and warranty matters.

• Ensure facilities operations and maintenance works comply with applicable statutory requirements, workplace safety standards, and internal procedures.

• Maintain relevant inspection records, certificates, permits, and compliance documentation.

• Support emergency preparedness, incident reporting, and business continuity arrangements.

• Assist in preparing annual operating budgets, maintenance budgets, and capital expenditure proposals.

• Monitor maintenance expenditure, project costs, and contract commitments against approved budgets.

• Prepare purchase requisitions, work orders, quotation summaries, payment recommendations, and management reports.

• Attend to facilities-related feedback, complaints, and service requests from users, members, tenants, staff, as applicable.

• Perform other related duties as assigned by HOD.

Qualifications and Requirements

• Diploma or equivalent certificate in Facilities Management, Building Services, Mechanical or Electrical Engineering, Property Management, or a related discipline.

• Relevant experience in facilities management, building maintenance, property operations, or project coordination.

• Good knowledge of building services, maintenance practices, contractor management, and project coordination.

• Experience in preparing tender documents, quotation comparisons, tender assessment reports, and maintenance budgets is an advantage.

• Familiarity with workplace safety requirements, statutory compliance, and contract administration.

• Proficient in Microsoft Office applications, particularly Excel, Word, Power Point and Gmail.

• Strong communication, coordination, analytical, and problem-solving skills.

• Able to work independently, manage competing priorities, and coordinate with colleague effectively.

• Willingness to respond to urgent facilities issues outside normal working hours, where required.