Office Operations Executive

Panalpina; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

DSV – Global transport and logistics in Singapore is seeking a Hard Services/Facilities Management professional to oversee a broad range of maintenance activities, including PPM scheduling, vendor coordination and office operations.

You will ensure safety compliance, manage contracts, and support lifecycle management of building services, cleaning, security, pantry, and mail, with a focus on cost control and service quality.

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

Responsibilities

• Manage Facility PPM calendars for MEP equipment and infrastructure
• Coordinate access and communications for base building vendors and Fire Warden duties
• Oversee cleaning, pest control, pantry, and reception tasks
• Maintain documentation of maintenance activities and contracts
• Manage repairs, maintenance scheduling, and vendor coordination
• Manage PO creation, supplier onboarding and monthly invoicing tracking
• Support procurement activities and ensure compliance with safety procedures

Skills

PPM scheduling

Vendor management

Office administration

Excel basics

Procurement basics

Communication

Education

Diploma or Degree in Facilities Management / Building Services / Engineering / Business Administration

Tools

Microsoft Excel

PowerPoint

Job description

Job Req Number: 113270

Time Type: Full Time

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-à-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

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 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 – 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.

Start here. Go anywhere

Visit dsv.com and follow us on LinkedIn and Facebook.