Medical Office & Facilities Coordinator

RECRUIT EXPRESS PTE LTD; Singapore; On-site; SGD 44,000 - 73,000; Full time

Job summary

RECRUIT EXPRESS PTE LTD is seeking an Office & Facilities Manager to plan and coordinate office relocations and fit-outs, oversee day-to-day operations, and ensure a safe, functional environment that supports hospital planning activities.

You will manage vendor contracts, procurement, workspace provisioning, reception and visitor flows, and administrative support for leadership, with Mon–Fri office hours in Singapore and a 1-year term.

Qualifications

• Min Degree in Secretarial / Business or similar w min 5 yrs of relevant secretarial experience.

Responsibilities

• Plan and coordinate office relocation and new office setup, including move-out, make-good requirements, move-in, renovation works, and fit-out procurement, to ensure the office is fully operational-ready according to stipulated timeline.
• Oversee day-to-day office and facilities operations to maintain a safe, functional, and efficient work environment that supports hospital planning activities, including the upkeep of furniture, utilities, shared amenities, and office infrastructure.
• Coordinate maintenance, repairs, improvement works, and resolution of office space and facilities issues to support smooth operations.
• Ensure workplace safety, health, and fire safety requirements are met, including maintenance of safety equipment, regulatory compliance, and coordination with Fire Wardens on preparedness and emergency protocols, in line with organisational and healthcare institutional requirements.
• Manage leasing matters, including landlord liaison, lease administration, renewals, and compliance.
• Oversee pantry management and parking administration to support daily office operations and staff needs.
• Liaise with IT and relevant teams to ensure workplace systems are reliable and enhanced as needed.
• Coordinate with internal stakeholders, service providers, landlords, and external parties to ensure timely resolution of office management matters.
• Coordinate workstation provisioning and ensure each workspace is properly set up with the required equipment and accessories.
• Manage workplace systems, including access cards, visitor management, and room and resource booking systems.
• Manage visitor coordination and reception to ensure a seamless and professional visitor experience.
• Establish and streamline workplace processes and workflows to improve operational efficiency.
• Support business continuity and contingency planning for office operations, including coordination during facilities, safety, or workplace system disruptions, to minimise impact on hospital planning and project operations.
• Manage contracts for office space, facilities services, and workplace systems.
• Serve as the primary point of contact for vendors, including cleaning, security, maintenance, IT, and utilities providers.
• Monitor vendor performance, service standards, and contractual compliance.
• Drive cost-effectiveness and continuous improvement in vendor services.
• Oversee procurement of office supplies, equipment, and services, including vendor sourcing and onboarding.
• Manage the delivery, commissioning, inventory, tracking, maintenance, and issuance and return of office assets, equipment, and supplies.
• Maintain office records, documentation, and administrative systems, including contracts, inventories, access records, and standard operating procedures.
• Monitor office-related expenditure, track spending against budget, and support cost planning and financial reporting for office operations.
• Provide administrative support to the team and leadership, including calendar coordination, meeting support, and preparation of reports and presentations, for internal healthcare planning discussions and stakeholder engagements.
• Support staff onboarding, workspace setup, offboarding, and engagement activities.
• Coordinate office-based events, meetings, and hosted visits, including logistics, vendor coordination, room setup, and onsite support, particularly for healthcare, institutional, and external stakeholder engagements

Education

Degree in Secretarial / Business or similar

Job description

RECRUIT EXPRESS PTE LTD is seeking an Office & Facilities Manager to plan and coordinate office relocations and fit-outs, oversee day-to-day operations, and ensure a safe, functional environment that supports hospital planning activities.

You will manage vendor contracts, procurement, workspace provisioning, reception and visitor flows, and administrative support for leadership, with Mon–Fri office hours in Singapore and a 1-year term.