Facilities and Admin Executive

Responsibilities

• Facilities Maintenance
• Oversee maintenance of air-conditioning systems (internal and external)
• Manage door access systems and security controls
• Ensure uninterrupted power and utilities supply
• Maintain water dispensers and coffee machines
• Coordinate M&E services (e.g. sump pump, water leak detection)
• Schedule sanitisation and carpet cleaning services
• Supervise landscaping and pest control activities
• Inspect and maintain electrical boards and fire extinguishers
• Manage document recycling and archiving processes
• Ensure adequate lighting and replenishment of office essentials
• Handle furniture repairs and replacements (e.g. floor springs, door arms)
• Monitor and replenish first aid kits in line with workplace safety standards
• Access Management
• Manage visitor access for internal and external parties
• Maintain employee access rights, including profile creation and termination
• Administer season parking allocations
• Process Permit-to-Work (PTW) requests
• Media Subscriptions
• Oversee corporate media subscriptions and renewals
• Travel Coordination
• Manage hotel bookings and maintain hotel relations for business travel
• Prepare visa invitations and immigration letters for employees and guests
• Office Inventory
• Maintain inventory records for storage areas, lockers, keys, and security items
• Oversee corporate merchandise stock and distribution
• Vendor Management
• Handle vendor contracts and procurement processes
• Maintain strong relationships with service providers to ensure timely support
• Finance & Administration
• Process and manage invoices related to office facilities and administrative expenses
• Event Support
• Provide logistical and operational support for internal events and activities
• Qualifications & Skills
• Diploma or Degree in Business Administration, Facilities Management, or a related field
• Minimum 3-5 years of experience in office administration or facilities management
• Strong organisational and multitasking skills
• Excellent communication and vendor management abilities
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
• Knowledge of workplace safety and compliance standards is an advantage

Additional Information

Office Facilities & Administration Executive Location: Downtown | Reports To: Senior Admin & Business Support Executive | 1-year contract with option to convert to permanent | Job Purpose The Office Facilities & Administration Executive ensures the smooth operation of office facilities and administrative functions. This role covers office infrastructure, maintenance, vendor relationships, travel coordination, and internal event support - maintaining an efficient, safe, and well-organised work environment.

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Company Intel

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