Senior Admin and Facilities Management Executive

Omni-Plus System Limited; Singapore; On-site; SGD 100,000 - 125,000; Full time

Job summary

A leading facilities management company in Singapore is seeking a dedicated professional to manage various administrative and compliance functions. The ideal candidate will ensure operational efficiency and maintain regulatory compliance across the organization. Responsibilities include handling expense claims, managing vendor documentation, and overseeing the maintenance of office facilities. Candidates should have a minimum of 5 years of relevant experience, with a diploma preferred. Strong communication and problem-solving skills are essential for this role.

Qualifications

• Minimum Diploma in any related subject.
• Candidates without diploma but possess more than 5 years of experience will be considered.
• Min 5 years in administration and/or facilities management function.

Responsibilities

• Handle monthly expenses claims and reporting.
• Manage Regulatory Compliance & Licensing Administration.
• Ensure all office equipment is maintained.
• Support sustainability practices and green initiatives.
• Conduct regular inspections and maintenance of the office.

Skills

Regulatory Compliance Management

Attention to Detail

Multitasking

Problem Solving

Communication Skills

Education

Diploma in a related subject

Job description

Job Description

• Handle and perform check on the monthly expenses claims for Group of Companies through the e-claim system including monthly expenses claim reporting.

• Support in mid-year/annual review for Airfare and Hotel Accommodation.

• Manage Regulatory Compliance & Licensing Administration (e.g. NEA, SCDF, MOM etc)

• Conduct vendor coordination, documentation, and follow-up to meet operational timelines.

• Support in planning and coordination of any company events.

• Managing administrative policies and systems across Group of companies.

• Ensure that the Company is in-line with all statutory regulations, including applying for and maintaining all relevant licenses required for the Company’s operational needs are kept up-to-date and valid.

• Ensure all relevant admin documents and records are filed in a complete, systematic, and chronological order.

• Ensure all office equipment, including copiers, water dispensers, coffee machine, AED machine, and others are maintained and functioning properly through regular checks and arranging repairs as needed.

• Ensure timely procurement and replenishment of pantry items and office stationery to maintain a well-stocked environment.

• Ensure office premise is cleaned, according to sanitised standards and to conduct regular inspections.

• Manage service contractors, including security, landscaping, and cleaning vendors, ensuring all contractual obligations are met.

• Supervise office building maintenance and repair works to ensure all amenities are functioning properly. Conduct regular inspections and address maintenance issues promptly to maintain a safe and efficient work environment.

• Support sustainability in promoting green practices, managing energy consumption, and reducing environmental impact.

• Managing third party service providers including support in ensuring compliance with PDPA guidelines.

• As an appointed Fire safety manager and implement safety protocols, conduct regular inspections to ensure in compliance with regulations.

• Coordinating staff/contractors, ensuring health & safety compliance, handling emergencies, and managing renovations, ultimately making sure the facility is effectively supported.

• Any other adhoc task as assigned by management

Requirements

• Minimum Diploma in any related subject

• Candidates without diploma but possess more than 5 years of experience in the listed scope will be considered

• Min 5 years in administration and/or facilities management function

• Strong knowledge in managing Regulatory Compliance & Licensing Administration (e.g. NEA, SCDF, MOM etc)

• Experience as a Fire Safety Manger will be advantages, candidates without will be sent for course

• Attention to detail and accuracy in verifying documentations

• Ability to handle multitasking and meet datelines

• Problem solving skills to resolve claim discrepancies or office issues

• Strong communication skills to manage communications with third party vendors and guest and internal stakeholders.