IFM Admin Executive: Vendor & Contracts Specialist

CBRE Asia Pacific; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

CBRE Asia Pacific is seeking an Admin Executive in Singapore to provide administrative, financial, vendor and operational support for Integrated Facilities Management (IFM) services, ensuring client satisfaction and contract compliance.

Responsibilities include handling client inquiries, managing work orders in CMMS/CAFM, procurement, vendor onboarding, invoicing support, and maintaining contract records and SOPs. Minimum Diploma with 3+ years experience required.

Qualifications

• Diploma required in any field.
• At least 3 years in contract administration, customer service or related admin roles.
• Strong organisational and coordination skills with attention to detail.
• Experience managing vendors, procurement processes and documentation.
• Proficient in Microsoft Office and FM systems (CMMS/CAFM preferred).
• Good communication and stakeholder management skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Serve as main point of contact for client enquiries and ensure prompt resolution.
• Manage work orders, service requests, and updates through CMMS/CAFM systems.
• Support day-to-day contract administration and ensure activities align with contract requirements.
• Coordinate procurement activities including purchase requisitions/POs/quotations and vendor engagement.
• Assist with vendor onboarding, documentation, performance tracking and compliance.
• Review invoices, billing docs, cost allocations and support financial reporting and invoicing.
• Maintain contract records, asset registers and inventory databases.
• Coordinate meetings, site visits, onboarding, training and stakeholder communications.
• Prepare reports, meeting minutes and trackers for business/contract reviews.
• Monitor onboarding and transition milestones and reporting.
• Maintain SOPs, checklists and process docs; identify improvement opportunities.
• Support safety, compliance and audit activities.

Skills

Vendor management

Procurement processes

MS Office

FM systems

Communication skills

Stakeholder management

Multitasking

Education

Diploma in any field

Tools

CMMS/CAFM

Microsoft Office

Job description

CBRE Asia Pacific is seeking an Admin Executive in Singapore to provide administrative, financial, vendor and operational support for Integrated Facilities Management (IFM) services, ensuring client satisfaction and contract compliance.

Responsibilities include handling client inquiries, managing work orders in CMMS/CAFM, procurement, vendor onboarding, invoicing support, and maintaining contract records and SOPs. Minimum Diploma with 3+ years experience required.