Facilities Management Executive

TEMBUSU INSTITUTE PTE. LTD.; Singapore; Sur place; SGD 42 000 - 78 000; Plein temps

Résumé du poste

Tembusu Institute Pte. Ltd. is seeking a proactive Facilities Officer to manage day-to-day operations of our leased Singapore premises.

You will ensure classrooms, training spaces and offices are safe, clean and fit for purpose, coordinating maintenance, vendors and building services to support teaching and staff activities. Reporting to the COO, you will lead safety, security, asset management and budget administration, while liaising with the landlord and service providers.

Qualifications

• Diploma in Facilities Management or related discipline.
• 2–4 years of facilities management or office operations experience.
• Experience coordinating vendors and maintenance in a commercial/education setting.
• Familiarity with safety procedures and compliance requirements.

Responsabilités

• Oversee daily facilities operations, classrooms and meeting spaces readiness.
• Coordinate preventive maintenance, repairs and vendor activities.
• Monitor safety, fire procedures and incident reporting.
• Liaise with landlord/building management on disruptions.
• Maintain facilities records, asset registers and service documentation.
• Prepare cost-effective space and equipment management and budget tracking.
• Support students and staff with facilities-related requests.

Connaissances

Facilities operations

Vendor coordination

Safety & compliance

Budget & reporting

Problem solving

Formation

Diploma in Facilities Management or related field

Outils

Microsoft Office

Description du poste

Department:Operations

Reports To:Chief Operating Officer (COO)

Role Purpose

To manage the day-to-day facilities, workplace environment and operational readiness of the institution's leased premises within a commercial office building. The role ensures that classrooms, training rooms, offices and shared-use spaces are safe, clean, functional and fit for purpose, while coordinating maintenance, vendors, building management and workplace improvement projects to support effective institutional operations and a positive student and staff experience.

Key Responsibilities

1. Facilities Operations & Maintenance

• Oversee the daily condition, functionality and readiness of classrooms, training rooms, offices, meeting rooms and common areas within the institution's leased premises.

• Conduct regular facilities inspections and coordinate preventive and corrective maintenance, repairs and rectification works.

• Monitor lighting, air-conditioning, electrical fittings, furniture, plumbing, equipment and other facilities-related requirements within the premises.

• Maintain a facilities issue log and ensure reported defects and service requests are resolved promptly, escalating major or recurring issues to the COO.

• Coordinate with the building landlord or managing agent on building services, access, maintenance disruptions and issues affecting the institution's operations.

2. Safety, Security & Compliance

• Monitor workplace safety, housekeeping, emergency access and general safety conditions within the institution's premises.

• Coordinate with building management and relevant service providers on fire safety arrangements, emergency procedures, evacuation drills and incident reporting, as applicable.

• Maintain facilities-related records, inspection checklists, risk assessments and compliance documentation.

• Ensure contractors comply with applicable safety requirements and approved work procedures when conducting maintenance or repair works.

• Escalate safety hazards, incidents, security concerns and potential regulatory non-compliance promptly to the COO and relevant parties.

3. Vendor & Building Management Coordination

• Coordinate and monitor external service providers, including cleaning, maintenance, pest control, security, waste disposal and other facilities-related services.

• Obtain quotations, compare proposals and recommend cost-effective solutions in accordance with the institution's procurement and approval procedures.

• Monitor service quality, work completion, contractor performance and adherence to agreed service standards.

• Liaise with the landlord, building managing agent and contractors on maintenance schedules, service disruptions, repairs and access arrangements.

• Verify completed works and supporting documentation before recommending invoices for payment.

4. Space, Equipment & Asset Management

• Ensure classrooms, training rooms and offices are appropriately arranged, equipped and ready for scheduled classes, examinations, meetings and institutional activities.

• Maintain an inventory of furniture, fixtures, equipment, keys, access cards and other facilities-related assets.

• Coordinate furniture installation, minor renovation, relocation and space reconfiguration projects, subject to management approval and building requirements.

• Monitor asset condition and maintenance requirements, recommending repair, replacement or disposal where necessary.

• Support space utilisation and facilities planning in response to changes in student enrolment, programme delivery and staffing requirements.

5. Budget & Administrative Management

• Assist in preparing and monitoring the facilities operating budget, including maintenance, cleaning, utilities, equipment and service contracts.

• Track expenditure, quotations, purchase orders, invoices and contract renewal dates.

• Maintain accurate facilities records, maintenance schedules, vendor details and service documentation.

• Prepare regular facilities reports highlighting outstanding issues, expenditure, recurring defects, risks and improvement opportunities.

• Recommend practical measures to improve cost efficiency, resource utilisation and service quality.

6. Student & Staff Operational Support

• Coordinate facilities arrangements for student activities, examinations, orientation, events and other institutional programmes.

• Respond promptly to facilities-related feedback and requests from Student Services, Academic teams, staff and students.

• Ensure learning and working environments remain conducive to teaching, learning and daily operations.

• Coordinate urgent facilities issues and minimise disruption to classes and other scheduled activities.

• Undertake other operational and facilities-related duties as assigned by the COO.

Key Requirements

Qualifications & Experience

• Diploma in Facilities Management, Building Services, Engineering, Operations Management or a related discipline; relevant practical experience may be considered.

• Minimum 2–4 years of experience in facilities management, office administration with facilities responsibilities, workplace operations or a related role.

• Experience managing vendors, maintenance activities and facilities in a commercial office, education or service environment is preferred.

• Experience coordinating building management, contractors and minor renovation projects is an advantage.

Technical & Functional Skills

• Practical understanding of office facilities, building maintenance, preventive maintenance and contractor coordination.

• Familiarity with workplace safety, fire safety procedures and facilities-related compliance requirements.

• Ability to manage quotations, budgets, invoices, asset registers and maintenance records.

• Proficiency in Microsoft Office applications, particularly Excel, Word and Outlook.

• Good organisational, reporting and documentation skills.

Key Competencies

• Hands-on, proactive and service-oriented.

• Strong coordination, problem-solving and follow-through.

• Good communication and stakeholder management skills.

• Able to manage competing priorities and respond effectively to urgent issues.

• Cost-conscious, detail-oriented and accountable.

• Able to work independently while exercising sound judgement on matters requiring escalation.