Operations Executive

N9 Offices Pte Ltd; Singapore; On-site; SGD 40,000 - 70,000; Full time

Job summary

A facilities management company in Singapore seeks a candidate to ensure the smooth daily operations of all centres through effective facilities management, vendor coordination, and IT support oversight. The ideal applicant should have experience in managing maintenance, vendor relations, and IT troubleshooting. Responsibilities include coordinating with vendors, managing documentation, and improving operational efficiency through technology integration. This role is crucial for maintaining the functionality and safety of facilities across all locations.

Qualifications

• Proven experience in facilities management and vendor coordination.
• Ability to perform basic IT troubleshooting and support.
• Strong skills in inventory management and asset tracking.

Responsibilities

• Ensure smooth daily operations through facilities and IT management.
• Coordinate with vendors for maintenance and services.
• Manage IT documentation and asset inventory.

Skills

Facilities management

Vendor coordination

IT troubleshooting

Inventory management

Operational improvement

Tools

Wi-Fi routers

CCTV

IT management software

Job description

Primary Scope:
Ensure smooth daily operations of all centres through effective facilities management, vendor coordination, and IT support oversight.

1. FACILITIES MANAGEMENT

Maintenance & Servicing

• Conduct regular inspections to identify safety, cleanliness, equipment, and furniture issues.

• Ensure adherence to workplace safety, fire, and regulatory compliance standards.

• Coordinate the maintenance of all centres to ensure smooth daily operations including preventative and corrective maintenance with vendors.

• Log, track, and monitor all maintenance requests and service activities.

• Maintain updated service records and track vendor response times.

• Provide monthly maintenance performance summaries.

Assets & Inventory Management

• Maintain an up-to-date inventory of all centre assets (equipment, furniture, electronics, consumables).

• Track asset, condition, and utilization across centres.

• Record all repairs, replacements, or asset movements within the system.

Improvements & Change

• Identify areas for operational improvement and propose solutions.

• Support space planning, layout changes, and renovation projects.

2. VENDOR MANAGEMENT

Vendor Coordination

• Coordinate with approved vendors for maintenance, servicing, cleaning, pest control, air‑conditioning, and other facility-related services.

• Serve as the primary point of contact for vendor communication and scheduling.

• Record all vendor work orders, service calls, and task completion details.

• Ensure vendors adhere to agreed service agreements, timelines, and quality standards.

Vendor Compliance & Documentation

• Maintain a centralized vendor database including contact information, contract details, and service history.

• Conduct reviews to evaluate vendor efficiency and compliance with safety, regulatory, and contractual requirements.

• Upload and update vendor quotations, agreements, and warranty documents in the system.

• Escalate vendor non‑performance issues and propose alternatives or improvements.

3. IT MANAGEMENT

Systems & Infrastructure Support

• Perform basic troubleshooting (e.g., connectivity, printing, access card issues) before escalating to vendors.

• Ensure all IT‑related equipment (Wi‑Fi routers, printers, access control, CCTV) are functioning optimally across centres.

• To log and track all IT‑related service requests, troubleshooting, and preventive maintenance activities.

• Coordinate with IT support vendors for system repairs, upgrades, or new setups.

• Maintain IT documentation for each centre (network layout, device IPs, passwords, access permissions).

IT Asset Management

• Maintain an accurate and updated inventory of all IT equipment - (e.g., laptops, monitors, routers, access readers, tablets).

• Tag and track all IT assets by serial number, location, and assigned user.

• Record all repairs, software updates, replacements, and disposals in the system.

Technology & Systems Improvement

• Identify and propose technology enhancements to improve efficiency, communication, and customer experience across centres.

• Coordinate implementation of new software, hardware, or digital tools in collaboration with the Operations Manager.

• Test and provide feedback on new system rollouts or updates before centre-wide deployment.

• Train concierge on basic IT usage and troubleshooting.