Facilities & Office Services Executive

Panasonic Asia Pacific Pte Ltd; Singapore; On-site; SGD 47,000 - 78,000; Full time

Job summary

Panasonic Asia Pacific Pte Ltd is seeking a proactive Facilities & Office Services Executive to oversee safe and efficient workplace operations, vendor coordination, and maintenance projects. You will handle office services, travel insurance administration and coordination with service providers to minimise disruption and maintain a positive workplace experience.

The role emphasizes hands-on ground coordination, problem-solving, and the ability to work with multiple business units while ensuring

Qualifications

• General diploma preferably in Facilities Management or Building Services with at least 3 years of relevant working experience.
• Proficient in MS Office.
• Able to work as a team player and independently, pro-active and results oriented.
• Logical thinking and problem-solving skills.
• Strong sense of responsibility and ownership.
• Knowledge of workplace, safety and health.
• Good interpersonal skills, effective communicator, fluency in English both oral and written.

Responsibilities

• Coordinate daily workplace operations, vendor and contractor coordination, and maintenance projects to ensure safe and reliable office services.
• Manage corporate travel arrangements, insurance administration and coordination with service providers.
• Oversee vendor, contract and invoice management, including quotations, renewals and audits.
• Support safety, security and continuous improvement initiatives, including audits and compliance activities.

Skills

MS Office

Team player

Proactive

Problem solving

Logical thinking

Ownership

Interpersonal skills

English fluency

Education

Diploma in Facilities Management or Building Services

Job description

We are looking for a proactive and hands-on Facilities & Office Services Executive to support the safe, efficient and reliable operation of our workplace. This broad-based position combines workplace operations, vendor and contractor coordination, maintenance and improvement projects, workplace safety, security, compliance and office services. You will coordinate daily facilities services, while responding to the practical needs of employees and business units.

This role suits someone who enjoys being on the ground, solving practical problems and following issues through. You do not need to be a specialist in every facilities system, but you should be organized, service-minded and confident coordinating the right people to get work completed safely and properly.

Workplace Operations & Employee Support

• Keep the office safe, comfortable and ready for daily use by coordinating cleaning, air-conditioning, electrical services, lighting, pest control, landscaping, meeting rooms, event halls and other workplace services.

• Conduct regular workplace checks, respond to facilities requests and follow reported issues through to closure.

• Support office services such as mailroom, telecommunications, season parking, workplace bookings and special setups.

• Work with employees, business units, landlords and service providers to minimise disruption and maintain a positive workplace experience.

• Support the administration of corporate travel insurance, including maintaining policy information, coordinating enrolment or documentation, and directing travel-related insurance enquiries to the appropriate insurer or internal contact.

• Coordinate corporate travel insurance, hotel, airline and ticketing-agent arrangements, including record maintenance, service coordination and employee enquiries

Vendor, Contract & Invoice Management

• Manage facilities vendors and contractors, monitor service quality and SLA performance, and ensure agreed work is completed properly.

• Coordinate quotations, sourcing exercises, RFPs, contract renewals, vendor onboarding and contractor documentation.

• Verify facilities-related invoices against quotations, contracts, purchase orders and completed services, and coordinate timely submission for payment.

• Prepare and process internal billing and cost allocation to the relevant business units or cost centers, supported by accurate records and calculations.

• Follow up on invoice or billing discrepancies with vendors and internal stakeholders and maintain organized records for audit and reconciliation purposes.

Maintenance, Projects & Assets

• Coordinate preventive maintenance, repairs and troubleshooting for building systems and office facilities, including ACMV, electrical, access control, CCTV and fire protection systems.

• Support office renovation, refurbishment, space planning, relocation and workplace improvement projects from quotation and scheduling through site coordination and completion.

• Maintain facilities and office equipment records, including asset count, physical verification, transfer, disposal and equipment lease administration.

• Plan for equipment replacement and identify practical improvements to workplace functionality and efficiency.

Safety, Security & Continuous Improvement

• Support Workplace Safety & Health activities, risk assessments, workplace inspections, emergency preparedness and CERT coordination.

• Administer physical security controls such as access cards, access control and CCTV, and support relevant WSH, ISO 14001 and ISO 27001 audits and compliance activities.

• Coordinate contractor safety requirements and ensure facilities work follow company requirements.

• Support sustainability, energy, water, waste reduction and recommend simpler and more effective ways of working.

Requirements

• General diploma preferably in Facilities Management or Building Services with at least 3 years of relevant working experience.

• Proficient in MS Office

• Able to work as a team player and independently, pro-active and results oriented.

• Logical thinking and problem-solving skills.

• Strong sense of responsibility and ownership.

• Knowledge of workplace, safety and health

• Good interpersonal skills, effective communicator, fluency in English both oral and written.