Financial Services Facilities Officer - PT (2 days per week) 12-month contract

HUDSON RPO (SINGAPORE) PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A facilities management company in Singapore seeks an office manager to oversee workspace upkeep, vendor management, and health and safety initiatives. The role includes routine checks, maintenance coordination, and administrative support. Ideal candidates will have experience in office management and facility maintenance, ensuring a conducive work environment.

Responsibilities

• Check floor/workspace adherence to SOP and follow-up actions.
• Ensure functionality of meeting rooms/facilities.
• Arrange regular office cleaning and upkeep.
• Liaise with building management for maintenance.
• Check and refill first aid supplies as necessary.
• Manage stationery and pantry grocery orders.
• Oversee vendor management processes.
• Handle visitor management and check-out statuses.
• Manage flexi seating and setup as team expands.
• Coordinate desk capacity and setup for new requirements.
• Liaise with contractors for maintenance issues.
• Open letterbox and clear mail.

Job description

Responsibilities

Daily / Weekly Routine

• Floor / Workspace Check according to SOP and act on follow-up actions, if any. Check that the desks, chairs, cupboards are functioning.

• All Meeting Rooms / Facilities Check ie. Smartboard in working condition, furniture and fixtures, stationeries, coffee and water replenishment (Facilities to inform Office Manager on replenishment ordering).

• Regular Office Cleaning Arrangement (fridge, lockers, keyboards, Nespresso machine and Water Dispensers)

• Liaise with Building Management (air-conditioning, electrical, water quality, external window cleaning, cleanliness of common facilities e.g. restrooms, cleaning of lobby and passageways and lift condition)

• First Aid Supplies Check and Refill as required (Facilities to inform Office Manager on replenishment ordering).

• Stationery and pantry groceries order and replenishments

• Vendor Management based on process guidelines and set-up via CapitaSpring portal (including deactivating when vendors exit as per contract agreement)

• Visitor Management based on EB ServiceNow (maintenance of visitors’ check-out status)

• Managing Flexi Seatings and Reservation System as team expands (jointly with Office Manager)

• Desks Capacity and Set-up (new desk requirements and equipment set‑up)

• Liaison with Contractor on snagging issues incl. upkeeping maintenance of office premise going forward.

• Opening of letterbox and clearing of mails

Monthly / Quarterly Routines

• Vendor Contact List update and maintenance incl. potential suppliers and services

• Monthly Office Glass Cleaning schedule incl. onsite escort

• Management of Keys Storage (maintaining a good inventory of keys, holders, count and doors)

• Aircon Servicing and Landscaping Schedule Management to establish

• Pest Control and Carpet Cleaning Arrangements

• Computer Room Maintenance with HCL (aircon, equipment rebooting, cabling and server racks)

• Quarterly door maintenance

• Floor / Workspace Check according to SOP and act on follow-up actions, if any. Check that the desks, chairs, cupboards are functioning.

• Monthly Facilities Report updates and review with follow-up actions including: -

1. Floor Capacity and Capita @Work App Maintenance (maintaining employee portal, onboarding and offboarding of employees jointly with Office Manager)

2. Vendor Contracts Management

3. Emergency Contact List of Senior Management (first line and second line jointly with Office Manager)

4. Fire Extinguishers and Sprinklers Checks

5. Fire and Safety Report

6. First Aid Check

7. Health and Safety Report

• Regular Facilities Meeting with Jo Cowan (POC), as appropriate

• Forward documentation as required to Singapore Asset Manager for CSRD, such as: water, electricity and paper consumption.

• Retain documentation for Singapore Asset Manager relating to SICA controls, such as: weekly office inspection check sheets, H&S check sheets, cleaning check sheets etc.

Annually

• Annual Power Shutdown for Building (liaison with Landlord, IT, HCL, Electrician and Security)

• Asset inventory check

• Renewal Agreement with facilities vendors concerned Fire Extinguisher License, Electrical License, Water Dispenser, Cleaner, Landscaping etc.

Health and Safety Aspect

• Recycling Efforts (To step up on Go Green initiatives)

• Annual Fire Drill Exercise (2x a year – acting as liaison with Fire Warden + GTS, logistic/equipment prep, checks and readiness)

• Annual Maintenance for Fire Extinguishers / Sprinklers / CCTV

Office Security Aspect

• Assign passes for visitors / contractors incl. onsite escort

• Security System jointly with Brussels Security (onboarding and offboarding jointly with Office Manager i.e. Badges, RSA tokens, lockers and returning of WFH equipment). This also includes regular badging access of employees and alarm triggering.