Office Operations Executive

DSV Contract Logistics Pte. Ltd.; Singapore; On-site; SGD 39,000 - 61,000; Full time

Job summary

DSV Contract Logistics Pte. Ltd. is seeking an Office Operations Executive to oversee hard and soft services, facility maintenance and office operations within our Singapore office.

You will coordinate PPM schedules, manage vendors, and ensure safety compliance, meetings, and mail/logistics are handled efficiently. The role requires a diploma or degree in Facilities Management or related field, with 1–2 years in facilities or corporate services, and strong MS Excel/PowerPoint skills.

Qualifications

• Diploma or Degree in Facilities Management, Building Services / Engineering or related field.
• Experience with facilities and corporate services management is preferred.
• Proficiency in MS Excel and PowerPoint is expected.

Responsibilities

• Manage and coordinate Facility PPM calendars for MEP equipment and base building.
• Coordinate maintenance plans, access, and safety documentation; manage communications with vendors.
• Oversee cleaning, security, pantry, repairs, and office services; track contracts and KPIs.
• Maintain facility documentation, contracts, approvals, and asset tagging as needed.

Skills

Facilities management

Vendor management

Office operations

Microsoft Excel

Education

Diploma/Degree in Facilities Management

Tools

Microsoft Excel

Microsoft 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 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-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

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

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
• 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