Facilities Executive

DIRECT SEARCH ASIA PTE. LTD.; Singapore; On-site; SGD 36,000 - 52,000; Full time

Job summary

DIRECT SEARCH ASIA PTE. LTD. is seeking a Facilities & Administration Executive to streamline office operations, coordinate maintenance, manage vendors, purchases, PPE records, and compliance documentation, ensuring a safe and efficient workplace.

The role covers asset and contract records, inventory control, KPI reporting, and supporting WSH/ISO processes, with independent coordination across stakeholders and strong organizational skills required.

Qualifications

• Minimum 3 years of experience in facilities, operations, or administrative support.
• GCE O-Level, NITEC, Higher NITEC, Diploma or equivalent qualification in a relevant discipline.

Responsibilities

• Coordinate preventive maintenance, repairs, servicing, and improvement works.
• Source quotations and prepare cost comparisons; process purchase requests and POs.
• Maintain PPE inventory and records; coordinate distribution and servicing schedules.
• Support WSH, ISO compliance, KPI reporting, and audit preparation.
• Provide administrative support for General Affairs activities.

Skills

Microsoft Office

ERP systems

Facilities administration

Procurement

Contract coordination

Organisational skills

Education

GCE O-Level

NITEC

Higher NITEC

Diploma

Tools

ERP systems

Job description

Job Summary

The Facilities & Administration Executive supports the daily administration of facilities and office operations. The role coordinates maintenance activities, vendor management, purchasing, PPE administration, record keeping, and compliance documentation while ensuring a safe and efficient workplace environment.

Key Responsibilities

Facilities Operations

• Coordinate preventive maintenance, repairs, servicing, and improvement works.
• Conduct facility inspections and follow up on corrective actions.
• Manage facilities requests and liaise with contractors and service providers.
• Maintain records of assets, equipment, licences, certificates, warranties, and contracts.
• Monitor renewal dates and coordinate timely renewals.
• Support emergency preparedness and workplace safety activities.

Vendor Management & Procurement

• Source quotations and prepare cost comparisons.
• Process purchase requests and purchase orders.
• Follow up on deliveries, services, and vendor documentation.
• Verify invoices against approved supporting documents.
• Maintain vendor and contract records.
• Monitor expenditure and support cost-control initiatives.

PPE & Inventory Administration

• Maintain inventory and issuance records for PPE, uniforms, and safety equipment.
• Coordinate distribution, stock replenishment, and servicing schedules.
• Conduct inventory checks and maintain accurate records.
• Investigate missing or damaged company-issued items.

WSH, ISO & Compliance Support

• Coordinate WSH meetings and maintain related documentation.
• Support KPI reporting, document control, and audit preparation.
• Maintain compliance and ISO records.
• Follow up on corrective actions and regulatory requirements.

Office Administration

• Manage office, pantry, and workplace supplies.
• Maintain administrative records, trackers, and filing systems.
• Coordinate office equipment, fixtures, and workplace requirements.
• Provide administrative support for General Affairs activities.

Reporting

Prepare regular reports on:

• Maintenance and facilities activities.
• Outstanding issues and corrective actions.
• Contract and certificate renewals.
• PPE inventory and servicing status.
• Facilities expenditure and vendor performance.

Requirements

Education & Experience

GCE O-Level, NITEC, Higher NITEC, Diploma, or equivalent qualification in a relevant discipline.

Minimum 3 years of experience in facilities, operations, or administrative support.

Experience in maintenance coordination, vendor management, purchasing, and inventory control preferred.

Skills & Knowledge

• Proficient in Microsoft Office applications.
• Familiarity with ERP systems is an advantage.
• Knowledge of facilities administration, procurement, and contract coordination.
• Strong organisational, communication, and problem-solving skills.
• Ability to manage records, deadlines, and multiple priorities effectively.

Other Requirements

Self-motivated and detail-oriented.

Able to work independently and coordinate with multiple stakeholders.

Comfortable conducting site inspections and handling operational matters.

Committed to workplace safety, compliance, and professionalism.