Facilities & Security Coordinator / Executive

Amity Global Institute Pte Ltd; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

Amity Global Institute Pte Ltd is seeking a Facilities & Security Coordinator/Executive to ensure the smooth operation, safety, and security of the institute’s premises in Singapore. The role covers facilities management, office administration, procurement, and budget monitoring to maintain a safe and efficient environment for staff and students.

The candidate should have a diploma in a related field and at least 1 year of relevant experience, with knowledge of safety regulations and emergency

Qualifications

• Diploma in Facilities Management, Business Administration, or related field.
• Valid security licence will be an advantage.
• At least 1 year of relevant experience in facilities and security management.
• Familiarity with safety regulations and emergency procedures.
• Strong organizational and communication skills.
• Proficient in MS Office and administrative systems (Justlogin is an advantage).
• Able to work independently and handle multiple tasks efficiently.

Responsibilities

• Oversee day-to-day facilities operations including security, cleaning, and maintenance.
• Ensure security and safety protocols are followed and reviewed.
• Monitor facility readiness across power, water, and infrastructure.
• Coordinate preventive maintenance with service providers.
• Maintain accurate filing systems and records (digital and hard copy).
• Perform data entry and maintain facilities databases.
• Handle office purchases and liaise with vendors for services.
• Review vendor performance and ensure service standards.
• Process expense claims and monitor facilities-related expenses.
• Develop and review safety protocols and carry out safety audits.
• Manage fire safety systems and emergency plans; train staff.
• Lead emergency response readiness for events like outages.
• Support office renovations, space planning, and security upgrades.
• Maintain inventory of facilities equipment and supplies.
• Assist with event setups and logistics.

Skills

MS Office

Multitasking

Communication

Organizational skills

Education

Diploma in Facilities Management, Business Administration, or related field

Valid security licence (advantage)

Tools

Justlogin

Job description

Job Purpose

The Facilities & Security Coordinator / Executive is responsible for the smooth operation, safety, and security of the institute’s premises. The incumbent will manage daily facilities, operations, vendor coordination, safety compliance, and emergency preparedness, ensuring a safe and efficient environment for staff, visitors, and students.

Key Responsibilities

Facilities & Operations Management

• Oversee the day-to-day functioning of institute facilities, including security, cleaning, and general maintenance.
• Ensure all security and safety protocols are adhered to and regularly reviewed.
• Monitor and manage facility readiness, including power, water systems, and building infrastructure.
• Coordinate with service providers for preventive maintenance and repairs.

Office Administration

• Maintain accurate filing systems and records (digital and hard copy).
• Perform data entry and maintain facilities databases.

Procurement & Vendor Coordination

• Handle office purchases, from stationery supplies to facility services.
• Liaise and coordinate with vendors and contractors for cleaning, security, and maintenance services.
• Review vendor performance and ensure service standards are met.

Financial Administration

• Process expense claims and vendor payments via the Justlogin system.
• Track and monitor facilities-related expenses to stay within budget.

Safety & Compliance

• Ensure compliance with local regulations and institute safety policies.
• Develop, review, and improve safety protocols and standard operating procedures.
• Conduct regular safety audits and inspections.

Emergency Management

• Manage fire safety systems and emergency response plans.
• Train staff on safety rules, fire drills, and emergency preparedness.
• Lead emergency response readiness for situations such as fire alarms, power outages, and water leaks.

Reception & Customer Service

• Act as the first point of contact for visitors and staff.
• Manage reception duties including answering phone calls, handling mail deliveries, and attending to visitor needs.

Project Management

• Support facilities-related projects such as office renovations, space planning, and security system upgrades.
• Track project timelines, coordinate stakeholders, and ensure smooth execution.

Other Responsibilities

• Maintain an updated inventory of facilities equipment and supplies.
• Support event setups and logistics coordination.
• Perform any other duties as assigned by the Senior Duty Manager.

Qualifications and Requirements

• Diploma in Facilities Management, Business Administration, or related field.
• Valid security licence will be an advantage.
• At least 1 year of relevant experience in facilities and security management.
• Familiarity with safety regulations and emergency procedures.
• Strong organizational and communication skills.
• Proficient in MS Office and administrative systems (experience with Justlogin is an advantage).
• Able to work independently and handle multiple tasks efficiently.