Office Operations Executive

DSV; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

DSV invites applications for an Office Operations Executive to oversee hard and soft services, reception, pantry, and office management activities at the Singapore site. You will handle PPM scheduling, vendor coordination, contracts, and daily office operations to ensure smooth facility management.

The role requires 1–2 years in facilities management or related fields, with strong MS Excel and PowerPoint skills and required safety certifications.

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.
• 1–2 years of experience in facilities management / building operations and office administration or corporate services.
• Proficient in Microsoft Excel and PowerPoint.

Responsibilities

• Manage Facility PPM Calendar for Mechanical, Electrical and Plumbing Equipment/Infrastructure.
• Validate the PPM Calendar and ensure maintenance contracts are in place.
• Coordinate access and documentation for safety compliance (HSS&E).
• Maintain documentation of maintenance activities and communications with vendors.
• Coordinate base building/campus PPM, including Fire Safety requirements.
• Support Pantry & Office Supplies management and procurement processes.
• Maintain office operations documentation such as As Built Drawings and Operating Manuals.
• Manage contract milestones and related procurement support.
• Oversee PO creation and monthly expense tracking.

Education

Diploma or Degree in Facilities Management, Building Services / Engineering (Mechanical, Electrical), or Business Administration / Operations Management

Tools

Microsoft Excel

PowerPoint

Job description

If you are a current DSV employee and interested in a position in another country, please contact your Human Resource representative to discuss the process and requirements of applying.

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 to 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‑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

• 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

• Manage pantry and office supplies to ensure:
• Timely and adequate stocking of agreed consumables
• Storage of relevant items in a clean and orderly manner

Office Operations

• 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

The candidate is expected to satisfy the following criteria: -

• 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 in the following areas:

• 1-2 years of experience inFacilities management / building operations and office administration or corporate services
• Managing PPM (Planned Preventive Maintenance) schedules
• Vendor and contract management
• 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 – Global transport and logistics

Working at DSV means playing in a different league.

As a global leader in transport and logistics, we have been on an extraordinary journey of growth. Let’s grow together as we continue to innovate, digitalise and build on our achievements.

With close to 150,000 colleagues in over 90 countries, we work every day to offer solid services and meet our customers’ needs and help them achieve their goals. We know that the best way to achieve this is by bringing in new talent, fresh perspectives and ambitious individuals like you.

At DSV, performance is in our DNA. We don’t just work – we aim to shape the future of logistics. This ambition fuels a dynamic environment built on collaboration with world‑class team players, accountability and action. We value inclusivity, embrace different cultures and respect the dignity and rights of every individual. If you want to make an impact, be trusted by customers and grow your career in a forward‑thinking company – this is the place to be.