Property/ Facilities Management Executive

TALENT TRADER GROUP PTE. LTD.; Singapore; On-site; SGD 45,000 - 67,000; Full time

Job summary

TALENT TRADER GROUP PTE. LTD. is seeking a Facilities Coordinator to oversee routine inspections, maintenance scheduling, and vendor management for our office and facilities.

You will coordinate contractors, manage documentation, and ensure compliance with safety and procurement processes. The role requires a diploma in facilities or related fields, at least 3 years of experience in facilities operations, and excellent communication skills to liaise with vendors and internal teams.

Qualifications

• Diploma in Facilities or related field is required.
• Minimum 3 years of experience in facilities/operational administration and building maintenance coordination.
• Excellent communication and presentation skills are essential.

Responsibilities

• Perform routine building and workplace inspections with the Building & Facilities Lead and track defects to resolution.
• Maintain preventive maintenance and inspection schedules for building systems and facilities equipment.
• Coordinate planned maintenance, repairs, and minor facilities improvement projects.
• Handle facilities helpdesk requests, log issues, engage vendors, and monitor progress to completion.
• Coordinate site visits with contractors and vendors and verify work is completed satisfactorily.
• Maintain contractor documentation: quotations, risk assessments, permits, purchase orders, job sheets, service reports.

Skills

Communication skills

Presentation skills

Vendor coordination

Documentation

Education

Diploma in Facilities or related fields

Job description

Job Description:

• Perform routine inspections of the building and workplace together with the Building & Facilities Lead, document any defects, and follow up until they are fully resolved.
• Manage and maintain the preventive maintenance and inspection schedules for building systems, facilities equipment, and common areas.
• Coordinate planned maintenance activities, repairs, breakdown rectification, and minor facilities enhancement projects.
• Handle facilities helpdesk requests by logging issues, engaging the appropriate vendors or technicians, and monitoring progress through to completion.
• Coordinate and accompany contractors and vendors during site visits and ensure all agreed works are completed satisfactorily.
• Manage and maintain contractor documentation, including quotations, risk assessments, permits, purchase orders, job sheets, and service reports.
• Obtain quotations and prepare price comparisons for facilities, office, and PPE-related purchases.
• Raise purchase requisitions and purchase orders in accordance with the Company's approval procedures.
• Liaise with vendors regarding quotations, delivery timelines, pending works, and required supporting documentation.
• Check invoices against approved quotations, purchase orders, delivery orders, or service reports before submitting them for approval.
• Maintain an up-to-date facilities vendor and contract database, including contract values, expiry dates, renewal terms, and vendor contact details.
• Maintain accurate records of PPE stock, issuance, and employee acknowledgments for safety shoes, helmets, gloves, uniforms, life vests, and other approved safety equipment.
• Process authorized PPE requests and coordinate the collection of PPE by employees.
• Conduct periodic inventory checks, monitor minimum stock levels, and arrange replenishment when required.
• Maintain a detailed life-vest register, including serial numbers and assigned engineers.
• Monitor life-vest inspection and servicing due dates and arrange servicing one to two months before expiry.
• Coordinate WSH Committee meetings, including scheduling, room arrangements, invitations, and distribution of relevant documents.
• Maintain approved WSH meeting minutes and update the corresponding action-item tracker.
• Assist with monthly KPI data collection and ensure controlled documents are properly filed according to the reporting schedule.
• Maintain customer evaluation records and other assigned ISO-related documentation.
• Gather and organize facilities, WSH, and ISO documentation required for internal and external audits.
• Procure and monitor office, pantry, coffee machine, and other common-use supplies while ensuring expenditure remains within the approved budget.
• Keep the vendor contact database, facilities records, task trackers, and shared-folder documentation up to date.
• Coordinate workplace requirements such as signage, office fixtures, meeting-room equipment, and other general facilities-related arrangements.

Requirements:

• Diploma in Facilities or any related fields.
• Minimum 3 years of working experience in facilities, operational administration including building-maintenance coordination.
• Excellent communication and presentation skills