Senior Assistant Manager Facilities Management

JOBSTUDIO PTE LTD; Singapore; On-site; SGD 80,000 - 100,000; Full time

Job summary

A leading recruitment agency is looking for a Facilities Management Administration staff in Singapore. This role involves providing comprehensive administrative support to ensure smooth daily operations in the hospital. The ideal candidate should have a Bachelor's degree and at least 3 years of relevant experience in the building industry. Proficiency in MS Office and strong communication skills are essential. Responsibilities include managing documentation, processing payments, and coordinating audits. Only shortlisted candidates will be contacted.

Qualifications

• Minimum 3 years of experience in the building industry and relevant administrative experience.
• Experience with contracts, financial, quality, and facilities management principles.
• Good verbal and written communication skills.

Responsibilities

• Provide administrative support to the Facilities Management team.
• Manage documentation and reporting timelines.
• Assist in organizing meetings, briefings, and reports.
• Process invoices, claims, payments, and billings accurately.
• Support budget administration and procurement requests.
• Perform quality checks on incoming documents.
• Support internal and external audits.

Skills

Communication skills

Problem-solving skills

Critical thinking

MS Office proficiency

Education

Bachelor’s degree in Facility Management, Engineering or Business Management

Job description

Overview

The FM Administration staff provides administrative and office support to the Facilities Management (FM) team to ensure smooth daily operations in the hospital. This role supports document management, procurement, payments and billing, coordination of user requests, budget administration, audits, and reporting. The staff will also assist the FM Head of Department (HOD) with data and KPI preparation when required.

Job Responsibilities

• Provide administrative support to the Facilities Management (FM) team to ensure smooth hospital operations.
• Manage FM administrative processes, documentation, and reporting timelines.
• Assist the FM Head of Department in organizing meetings, briefings, and reports.
• Process invoices, claims, payments, and billings accurately and on time.
• Support budget administration, including budget submissions, accruals, and expenditure tracking (CAPEX, OPEX, MOHRR).
• Handle procurement requests, sourcing, purchases, and consolidation of service agreements and contracts.
• Maintain and organize FM records, shared folders, SOPs, and asset-related documents.
• Perform quality checks on incoming documents such as O&M manuals and as-built drawings.
• Support internal and external audits (e.g. MOH, ISO, IHAM, CSA, ESS).
• Assist with Managing Agent contract administration, including compliance checks, renewals, and work order tracking.

Job Requirements

• Bachelor’s degree preferably in Facility Management, Engineering or Business Management.
• Minimum 3 years of working experience in building industry and relevant administrative experience working in large organizations.
• Good verbal and written communication skills
• Experience with contracts, financial, quality and facilities management principles.
• Possess good communication skills, problem-solving skills and a critical thinker.
• Proficient in MS Office suites

We regret to inform only shortlisted candidates will be notified. Applicants who do not possess necessary experience or qualification will still be considered on individual merits and may be contacted for other opportunities.

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JOBSTUDIO PTE LTD

EA License No: 10C4754

EA Personnel: Tan Pin Hong

EA Personnel Reg No: R25128652