Office & Facilities Coordinator — Singapore

BW Offshore Limited; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

BW Offshore is hiring an Office Administrator in Singapore to support day-to-day operations for a ~250-employee office. The role covers facilities coordination, vendor management, workplace records, and general office administration, ensuring services run smoothly and issues are resolved.

The position involves regular inspections, coordinating with vendors/building management, and occasional after-hours support for maintenance, moves, or shutdowns. Strong organisational skills essential.

Qualifications

• Diploma or equivalent practical experience in office administration or facilities coordination.
• 3-5 years of relevant experience coordinating office facilities, maintenance vendors, workplace services, or office administration activities.
• Strong organisational skills with ability to manage schedules, records, purchasing docs, and follow-ups.
• Ability to prioritise requests, resolve workplace issues, and communicate effectively with employees, vendors, and building management.
• Proficiency in Microsoft 365 applications.

Responsibilities

• Conduct workplace inspections, report facilities issues, and follow corrective actions through to completion.
• Coordinate maintenance contractors, cleaning providers, pest control services, and building management activities.
• Maintain maintenance schedules, vendor records, service contracts, and renewal trackers.
• Prepare purchase requests, obtain quotations, and verify facilities invoices against completed work.
• Maintain workplace records including furniture, lockers, keys, seating plans, and storeroom inventories.
• Support safety inspections, emergency preparedness records, ISO audits, and committee administration activities.
• Coordinate workstation readiness, office moves, storage activities, and workplace communications.
• Provide reception coverage during planned absences, including visitor reception, calls, deliveries, and shared inbox support.

Skills

Organisational skills

Microsoft 365

Communication

Vendor coordination

Education

Diploma or equivalent in office administration/facilities

Tools

OfficeSpace

IFS

ERP systems

Job description

BW Offshore is hiring an Office Administrator in Singapore to support day-to-day operations for a ~250-employee office. The role covers facilities coordination, vendor management, workplace records, and general office administration, ensuring services run smoothly and issues are resolved.

The position involves regular inspections, coordinating with vendors/building management, and occasional after-hours support for maintenance, moves, or shutdowns. Strong organisational skills essential.