Senior/ Facilities Executive (Contracts)

Raffles Institution; Singapore; On-site; SGD 40,000 - 65,000; Full time

Job summary

A prestigious educational institution in Singapore is seeking a Senior/Facilities Executive to manage facilities and estate-related contracts. Responsibilities include preparing tender documents, overseeing contractor performance, and supporting project supervision. Candidates should have a minimum diploma in Facilities Management or a related discipline and at least 3 years of relevant experience. This is a 2-year renewable contract position.

Qualifications

• Minimum 3 years of relevant experience in contract administration.
• Familiar with procurement frameworks and tender evaluation.
• Able to work independently and in a team.

Responsibilities

• Manage facilities-related contracts and compliance.
• Prepare and draft tender documents.
• Monitor contractor performance through inspections.

Skills

Strong analytical skills

Coordination skills

Communication skills

Proficient in MS Office

Knowledge of contract management systems

Education

Minimum Diploma in Facilities Management or related discipline

Job description

Senior/ Facilities Executive (Contracts)

The Facilities Executive supports the school in managing facilities and estate-related contracts, including maintenance, renovation, and upgrading works. The executive ensures compliance with the school’s procurement and financial guidelines, oversees contractor performance, and contributes to the upkeep of a safe and conducive learning environment for students and staff. In addition, the executive will also assist in overseeing estate-related projects when necessary.

Prepare and draft tender and quotation documents in accordance with the school’s policies, including detailed specifications and scopes for estate-related services such as cleaning, security, pest control and projects such as renovation, air-con replacement, building enhancements, etc.

Coordinate the tender and evaluation process, assess bids for compliance and value, and prepare evaluation reports and award recommendations

Issue and manage work orders to term contractors for maintenance, repair, and minor improvement works, ensuring timely completion and adherence to specifications

Administer and maintain facilities-related contracts, track renewals and variations, and ensure compliance with the school’s procurement and audit requirements

Monitor contractor performance through inspections, service reports, and KPI reviews, and address non-performance promptly

Support the planning and supervision of renovation and upgrading projects, ensuring works are completed on schedule, within budget, and in compliance with safety standards

Assist in preparing and monitoring budgets, verifying contractor claims and payments, and generating management and audit reports

Assist in CMMS and feedback reporting, including tracking, updating, and monitoring maintenance requests, service response, and rectification timelines

Collaborate with the Estate Team, staff, vendors and other stakeholders to ensure facilities support operational and event needs

Any other responsibilities as assigned by the School

Requirements

Minimum Diploma in Facilities Management, Building Services, Engineering, Quantity Surveying, Business Administration, or related discipline

Minimum 3 years of relevant experience in contract administration, procurement, or facilities/project management, preferably in the public or education sector

Familiar with procurement frameworks, tender evaluation, and work order management

Strong analytical, coordination, and communication skills

Proficient in MS Office and contract management systems

Possess verbal and written communication skills in English

Meticulous, diligent and organised

Able to work independently and in a team

This will be a 2-year contract (renewable)