Facilities Executive

SPD; Singapore; On-site; SGD 25,000 - 33,000; Full time

Job summary

SPD is seeking an organized facilities administrator to help maintain a clean, safe environment across premises and oversee outsourced vendors. The role covers transport support, project coordination for renovations, and comprehensive administrative duties, including procurement, records, and contract renewals.

Ideal candidates hold a Diploma, are proficient in MS Office 365, and demonstrate proactive communication, meticulousness, and teamwork. Local transport ownership is a plus.

Qualifications

• Diploma at least; interest in social service sector.
• Proficient in MS Office (Outlook, SharePoint, Word, Excel, PowerPoint).
• Good communication and interpersonal skills; proactive and meticulous.

Responsibilities

• Facilities Management: ensure clean and safe SPD premises in line with BCA/NEA/SCDF/WSH guidelines.
• Transport Management: support daily transport operations for SPD vehicles and outsourced vendors.
• Project Management: assist renovation and upgrading projects; coordinate communications and safety with vendors.
• Administrative Functions: handle sourcing, quotations, purchases; manage contracts, invoices and records.
• Other Activities: provide logistics support for SPD events; manage card access, printing and phone lines; perform other duties as assigned.

Skills

Office administration

Communication

Team player

Microsoft Office 365

Education

Diploma

Tools

Microsoft Office 365

Job description

Facilities Management

• Provide support to ensure a clean and safe environment for all SPD premises in compliance to all authorities’ guidelines such as BCA, NEA, SCDF, WSH etc.
• Main point of contact and manage all outsourced facilities management service vendors to ensure full compliance to the contract scope and requirement and review all vendors’ performance yearly
• Assist the team in planning for emergency response plan including fire safety management, pandemic plan and etc

Transport Management

• Assist in supporting daily transport operations of SPD’s vehicles and outsourced vendors

Project Management

• Provide support to the project team for new renovation and upgrading works.
• Coordinate with internal stakeholders and vendors to ensure all communications and safety aspects comply.

Administrative Functions

• Perform sourcing, evaluation of quotations and seek approval for purchases.
• Undertake purchase arrangements to ensure value for money purchases for the benefit of the organisation and clients
• Prepare/update and file documentations such as contracts, service requests, certifications, insurance, financial records (e.g. invoices, billing, etc.) etc. required for the operations and meeting funding/audit requirements
• Coordinate and support the renewal of contracts and agreements required for the operations

Other Activities

• Provide logistic support to other stakeholders for SPD events and activities e.g. Board Meeting, Committee Meeting, Managers’ Meeting etc
• Support all administrative works such as managing card access, printing and phone line management, etc
• Other administrative duties as assigned

• Minimum Diploma in any discipline
• Interest in working within the Social Service sector
• Proficient in Microsoft Office 365 (Outlook/SharePoint/Words/Excel/Powerpoint) preferred
• Possession of own transport will be an advantage
• Proactive, meticulous, possess good communication and interpersonal skills, and a good team player