Office Operations Executive

DSV Road GmbH; Singapore; On-site; SGD 45,000 - 70,000; Full time

Job summary

DSV Road GmbH is seeking an Office Operations Executive to manage hard and soft services, file maintenance, and office logistics. You will coordinate PPM for MEP systems, oversee cleaning and security, and handle mail, pantry, and reception tasks to ensure smooth daily operations.

You will also maintain facility documentation, liaise with vendors, support procurement, and drive compliance with safety and regulatory requirements.

Qualifications

• Diploma or degree in Facilities Management, Building Services / Engineering, or related field.
• 1-2 years of experience in facilities management / corporate services.
• Experience with PPM schedules, vendor/contract management and office operations.
• Proficient in Excel and PowerPoint; basic procurement awareness.

Responsibilities

• Manage Facility PPM calendar for Mechanical, Electrical and Plumbing equipment/infrastructure.
• Coordinate base building PPM and fire safety requirements; maintain documentation.
• Oversee cleaning, security, pantry, mail, and office operations; manage vendor communications.
• Track contracts, approvals, and invoices; support procurement activities when needed.
• Carry out daily site checks, coordinate repairs/maintenance with vendors, and ensure safety procedures.

Skills

Facilities management

PPM scheduling

Vendor management

Office operations

Mail management

Maintenance coordination

Excel / PowerPoint

Procurement basics

Education

Diploma/degree in Facilities Management or related field

Fire Safety / Fire Warden certification

WSH certification

Tools

Microsoft Excel

PowerPoint

Job description

The Office Operations Executive will be responsible for the following:

Hard Services Management

Manage Facility PPM (Planned Preventive Maintenance) Calendar for Mechanical, Electrical and Plumbing Equipment/Infrastructure.

• Validate the PPM Calendar and ensure that there are corresponding maintenance contracts in place.
• Facilitate the execution of the plan according to the aligned frequency, including provision of necessary HSS&E Documentation and adherence to safety procedures.
• Maintain required documentation of maintenance activities.
• Manage necessary internal and external communications related to required works.
• Coordinate Base Building/Campus PPM, including Fire Safety Requirements.
• Facilitate access to SLC Office Block A for base building vendors, including managing any required HSS&E documentation.
• Assume Fire Warden responsibilities for the Office Block users, including facility vendors (e.g., cleaners).
• Manage necessary internal and external communications related to required Activities.

Soft Services Management

• Cleaning & Cleaning Supplies
  • Review and validate current SOW with cleaning vendor and monitor adherence to the specified contract scope.
  • Manage attendance of cleaners, including training of identified back fill.
  • Manage requests for additional cleaners works.
  • Monitor and manage performance of cleaning vendor vis a vis contract KPIs and visual quality assurance (i.e., cleanliness and hygiene standards are maintained).
• Plant Maintenance
  • Validate the agreed maintenance schedule.
  • Support any additional requirements.
• Security (Block A Office Only)
  • Facilitate required maintenance schedule, including any system/patch upgrades.
• Coffee Machine and Water Dispenser
  • Facilitate required maintenance schedule.
• Pest Control
  • Arrange for any ad hoc facility pest control requirements.

Reception and Mail Management

• Provide visitor access to L2 Main Door during office hours (carried out remotely on an ad-hoc basis).
• Facilitate courier/delivery pick-up.
• Facilitate mail delivery and ensure that mail is sorted and stored in an orderly manner.

Repairs & Maintenance

Carry out daily site walks to proactively identify faults/service gaps/ repairs.

Manage resolution of requests/issues/fault raised by users on site.

Manage all repairs/maintenance works (either identified during site walk or raised by users).

• Engage relevant vendor.
• Schedule inspection.
• Facilitate entry and execution of works.
• Validate acceptance/issue resolution.
• Manage all necessary internal and external communications.

Pantry & Office Supplies Management

• Timely and adequate stocking of agreed consumables.
• Storage of relevant items in a clean and orderly manner.

Office Operations

• Maintain all relevant documentation specific to the facility, including but not limited to:
  • As Built Drawings
  • OMM (Operating Manuals)
  • Maintenance Contracts
  • Regulatory approvals, if applicable
  • Locker and Storage allocations
• Maintain and manage facility equipment and fixtures, including but not limited to:
  • Key Press (Maintain access, completeness and proper tagging)
  • First Aid Kits
  • AED
• Visitor and JML Support
  • Manage security access to Block A RHO Only (Add, Remove and Manage access database)
  • Manage locker and storage access in accordance with Joiner/Mover/Leaver Access
• Facility Contract Management
  • Maintain database of facility related contracts.
  • Manage contract milestones (i.e., inform of notice period, expiry dates and other critical milestones).
  • Support procurement activities, if required (e.g., request for quotations, facilitate vendor inspections).
• PO Management
  • Manage the raising and receiving of relevant facility-related expenses.
  • Support vendor onboarding.
  • Ensure timely creation of POs.
  • Track payment of invoices on a monthly basis.
  • Track overall facility related expenses on a monthly basis.

Event Management

Support the planning and coordination of internal events, meetings, and office activities.

Ad Hoc

• Manage the remainder and end of the Defects Liability Period.
• Support any minor additions/improvements on site.
• Support asset tagging exercises if needed.

Candidate Qualifications

• Diploma or Degree in Facilities Management, Building Services / Engineering (Mechanical, Electrical), or Business Administration / Operations Management.
• Fire Safety / Fire Warden certification.
• Workplace Safety & Health (WSH) certification.

Specific Experience

• 1-2 years of experience in Facilities management / building operations and office administration or corporate services.
• Managing PPM (Planned Preventive Maintenance) schedules.
• Vendor and contract management.
• Office operations (cleaning, security, pantry, etc.).
• Managing inbound/outbound mails.
• Coordinating maintenance works (MEP systems, fire safety, pest control) and workplace services and corporate office environment.
• Microsoft Excel / Powerpoint.
• Basic understanding of Procurement processes.

DSV is an equal employment opportunity employer. Candidates are considered for employment without regard to race, creed, color, national origin, age, sex, religion, ancestry, veteran status, marital status, gender identify, sexual orientation, national origin, liability for military service, or any other characteristic protected by applicable federal, state, or local law. If you are interested in learning the status of your application, please note you will be contacted directly by the appropriate human resources contact person if you are selected for further consideration. DSV reserves the right to defer or close a vacancy at any time.