Facilities Executive

Southern Palladium Limited; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

Southern Palladium Limited is seeking a collaborative Facilities/Office Administrator to support SPD premises, manage vendors, and assist in safety and emergency planning. The role covers transport operations coordination, project support for renovations, and broad administrative duties.

The candidate should have at least a Diploma, interest in social service, proficiency in Microsoft Office 365, and strong communication skills.

Qualifications

• 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.

Responsibilities

• Provide support to ensure a clean and safe environment for SPD premises.
• Main point of contact and manage outsourced facilities management vendors to ensure contract scope compliance and review vendor performance.
• Assist in planning for emergency response plans including fire safety and pandemic plans.
• Assist in supporting daily transport operations of SPD’s vehicles and outsourced vendors.
• Provide support to the project team for renovations and upgrading works.
• Coordinate with internal stakeholders and vendors to ensure communications and safety aspects comply.
• Perform sourcing, evaluation of quotations and seek approval for purchases.
• Prepare/update and file documents such as contracts, service requests, certifications, insurance, financial records (invoices, billing) for operations and audits.
• Coordinate and support renewal of contracts and agreements required for operations.
• Provide logistic support to SPD events and activities and support admin tasks like card access and phone line management.

Skills

Communication skills

Interpersonal skills

Team player

Proactive

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

Requirements

• 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