Facilities, Executive

SPD Singapore; Singapore; On-site; SGD 42,000 - 56,000; Full time

Job summary

SPD Singapore seeks an experienced Facilities & Admin Support professional to ensure a clean, safe environment across all SPD premises and to manage outsourced facilities vendors. You will assist with emergency planning, transport coordination, and project support for renovations.

Strong communication, attention to detail, and a proactive team player mindset are essential. The role involves coordinating administrative tasks, sourcing and evaluating quotations, handling contracts and approvals,

Qualifications

• Diploma in any discipline is required.
• Proficiency in Microsoft Office 365 (Outlook/SharePoint/Word/Excel/PowerPoint) preferred.
• Proactive, meticulous, good communication and interpersonal skills, and a good team player.

Responsibilities

• Facilities Management: ensure a clean and safe SPD premises in compliance with authorities’ guidelines (BCA, NEA, SCDF, WSH).
• Main point of contact and manage outsourced facilities management vendors to ensure contract compliance and annual performance reviews.
• Assist in planning for emergency response, including fire safety and pandemic plans.

Skills

Communication

Team player

Proactive

Attention to detail

Microsoft Office 365

Education

Diploma

Tools

Microsoft Office 365

Job description

Provides facilities and administration support to the organisation

Responsibilities

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

Support other administrative activities and events

• 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

Requirements

• Possess at least a Diploma in any discipline
• At least 5 years of relevant working experience for Diploma holders
• Applicants lacking the minimum educational qualification may be considered if they possess significant relevant working experience
• 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