Senior/ Facilities Executive (Contracts)

Raffles Institution; Singapore; On-site; SGD 100,000 - 125,000; Full time

Job summary

A prestigious school in Singapore is seeking a Facilities Executive to manage facilities contracts and oversee the procurement process. The candidate will be responsible for coordinating tenders, monitoring contractor performance, and ensuring compliance with procurement guidelines. The ideal applicant has a Diploma in Facilities Management and 3 years of relevant experience in contract administration or facilities management. This position offers a 2-year contract that is renewable.

Qualifications

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

Responsibilities

• Manage facilities and estate-related contracts.
• Prepare and draft tender and quotation documents.
• Coordinate tender and evaluation process and assess bids.

Skills

Analytical skills

Coordination skills

Communication skills

Proficiency in MS Office

Education

Diploma in Facilities Management or related discipline

Tools

Contract management systems

Job description

Duties

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.

1. 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.

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

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

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

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

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

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

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

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

10. 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.

• Comfortable in handling voluminous documentation and data.

• This will be a 2‑year contract (renewable).