Senior Admin Executive (Facilities Management - Finance & Facilities Management Department)

Fei Yue Community Services; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

Fei Yue Community Services invites applications for a Facilities Operation role focusing on project administration and coordination across renovation and maintenance initiatives. You will manage activities from initiation to handover, ensuring governance and timely delivery across multiple centres.

The role requires a degree or diploma in a related field and at least three years in maintenance or project management, with strong documentation, stakeholder management, and organisational skills.

Qualifications

• Degree or Diploma in Building, PM, FM, Engineering or related field.
• Minimum 3 years in maintenance, facilities support and project management.
• Experience with government-funded project documentation is advantageous.
• Highly organized, detail-oriented, proactive with strong admin/docs skills.
• Good interpersonal and communication skills to manage stakeholders.

Responsibilities

• Coordinate administrative activities for facilities and renovation projects from initiation to handover.
• Maintain centralised project register for scope, budgets, timelines, milestones, status, and outstanding actions.
• Track deliverables, deadlines, approvals, variation orders, progress claims and handover docs.
• Coordinate project meetings, agendas, minutes, action logs and follow-ups with stakeholders.
• Monitor timelines and flag delays or outstanding approvals for management.
• Maintain complete project files (quotations, tenders, contracts, drawings, permits, certificates).
• Coordinate with PMs, consultants, contractors, centre reps and internal departments.
• Support close-out: final accounts, defects lists, warranties, manuals, asset handover records.

Skills

Project management

Facilities management

Administrative skills

Documentation

Interpersonal skills

Education

Degree or Diploma in Building, PM/FM/Engineering

Job description

Facilities Operation (Project Administration & Coordination)

• Coordinate administrative activities for facilities and renovation projects from project initiation to completion and handover.
• Maintain a centralised project register covering project scope, approved budgets, contract values, project timelines, key milestones, project status and outstanding actions.
• Track project deliverables, submission deadlines, approval requirements, variation orders (VOs), progress claims and handover documentation.
• Coordinate project meetings, site meetings and progress reviews, including preparation of meeting agendas, minutes, action logs and follow-up with relevant stakeholders.
• Monitor project timelines and highlight potential delays, outstanding approvals, unresolved issues and other matters requiring management attention.
• Maintain complete project files, including quotations, tender documents, evaluation records, letters of award, contracts, drawings, permits, inspection records and completion certificates.
• Coordinate with project managers, consultants, contractors, centre representatives and internal departments to facilitate smooth project execution.
• Support project close-out activities, including the compilation of final accounts, defects lists, warranties, operation manuals and asset handover records.

Facilities Operation (Facilities Maintenance Administration)

• Coordinate and monitor facilities maintenance requests across the organisation's centres, ensuring that requests are properly recorded, assigned, tracked and closed.
• Maintain a centralised maintenance tracker covering the nature of the issue, responsible contractor, response time, rectification status, completion date and outstanding actions.
• Maintain records of maintenance contracts, service agreements, contract expiry dates, warranties and renewal timelines.
• Consolidate maintenance data and identify recurring issues, overdue requests and opportunities to improve maintenance planning and service delivery.
• Assist in maintaining facilities information across all centres, including equipment inventories, maintenance histories and relevant site documentation.

Requirements

• Degree or Diploma Holder in Building, Project Management, Facilities Management, Engineering or a related field
• Minimum 3 years of experience in maintenance, facilities support and project management
• Experience in government-funded project documentation or reporting is advantageous
• Highly organized, detailed-orientated, proactive with strong administrative and documentation skills
• Good interpersonal and communication skills to manage internal and external stakeholders

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