General Affairs - Executive

The General Affairs Executive independently coordinates assigned responsibilities across Facilities Management, Leasing, Procurement, Vendor & Contract Management, Cost Optimisation, Project Coordination, General Administration and HSSE compliance support. The role ensures cost-effective and operationally suitable support for SF Express Singapore's offices, warehouses, service points and transportation activities, with strong emphasis on commercial analysis, stakeholder coordination, accurate reporting and continuous improvement.

Key Responsibilities:

1. Premises Leasing & Property Management

. Source and evaluate offices, warehouses and service points based on rental costs, location, operational suitability and business requirements.

. Coordinate site inspections, lease negotiations, renewals, terminations, relocations, tenancy documentation and landlord correspondence.

. Review key commercial lease provisions, identify financial and operational risks, and liaise with Legal and management for clarification.

. Maintain lease registers, rental commitments, notice periods, renewal options and tenancy obligation trackers.

. Coordinate rent, utilities and premises-related payments and supporting documents with Finance.

2. Vehicle Leasing & Fleet Administration

. Coordinate the sourcing, comparison, negotiation and administration of commercial vehicle leases, including delivery vans and trucks.

. Monitor leasing costs, contract expiry and renewal dates, termination notices, penalties, vehicle returns and handovers.

. Administer fuel cards, cash cards and related fleet documentation prepare rental and fuel expenditure analyses.

. Liaise with Operations, Finance and vehicle leasing companies to support fleet deployment and cost efficiency.

3. Facilities Management & Operational Support

. Coordinate maintenance, repairs, cleaning, utilities, building services, waste management and landlord-related matters across assigned sites.

. Monitor service schedules, vendor response times, maintenance quality and contract obligations to reduce operational disruption.

. Work with Operations and Sales to assess facilities requirements and recommend commercially practical solutions.

. Coordinate insurance-related documentation and enquiries with brokers, insurers and internal stakeholders.

. Support company asset registers, physical verification, inventory records and asset-related administrative requirements.

4. Procurement, Vendor & Contract Management

. Source and evaluate vendors prepare RFQs, quotation comparisons, commercial evaluations and supplier recommendations.

. Negotiate pricing and service terms within authorised limits, balancing cost, service quality, capability and risk.

. Conduct preliminary reviews of commercial contract clauses, including payment terms, liability, termination, penalties, insurance and deliverables.

. Coordinate agreement reviews, approvals and execution with Legal, Finance, Procurement and the relevant business owners.

. Maintain vendor databases, supplier performance records, contract repositories, expiry dates and renewal trackers.

. Follow up on purchase orders, supplier commitments, contract issues and outstanding action items.

5. Cost Analysis, Budgeting & Optimisation

. Analyse expenditure across premises, vehicle leases, facilities, utilities, outsourced services and other assigned cost categories.

. Identify savings, cost avoidance and efficiency opportunities through benchmarking, vendor comparisons and commercial negotiation.

. Prepare financial comparisons, expenditure trends, business cases and CAPEX/OPEX assessments for management decisions.

. Maintain documented savings records with supporting calculations, baseline costs, quotations and approvals.

. Support budget planning, cost forecasts and periodic management reporting without compromising service quality or compliance.

6. Facilities Projects & Project Management

. Coordinate assigned renovation, office fit-out, relocation, expansion and facility improvement projects from planning to handover.

. Engage contractors, landlords, building management and internal stakeholders to align scope, costs, timelines and requirements.

. Track budgets, schedules, quotations, variation orders, milestones, approvals, deliverables and open issues.

. Identify and escalate project risks maintain handover documents, defects records and close-out reports.

7. General Administration, Reporting & Documentation

. Maintain accurate departmental records, contracts, invoices, purchase orders, reports and administrative correspondence.

. Prepare expenditure summaries, lease and vendor trackers, management updates and departmental performance reports.

. Coordinate meetings, internal approvals, follow-ups, payment submissions and other operational support requests.

. Ensure records are organised, audit-ready, retrievable and maintained in accordance with document control requirements.

8. HSSE, Audit & Regulatory Compliance Support

. Provide administrative support for safety and security programmes, regulatory documents, permits, licence renewals and inspections.

. Maintain documentation for audits, risk assessments, incident records, corrective actions and regulatory obligations.

. Assist with audit and certification preparation, including ISO, bizSAFE, TAPA and other applicable standards.

. Coordinate with HSSE, Security, Operations and vendors to ensure assigned facilities services meet safety and company requirements.

9. Stakeholder Management & Continuous Improvement

. Coordinate effectively with Operations, Sales, Finance, Legal, Procurement, HSSE, landlords and external service providers.

. Identify procedural inefficiencies and help improve SOPs, work trackers, reporting templates and departmental systems.

. Take ownership of assigned projects and recurring tasks, monitor deadlines, proactively follow up and escalate material issues.

. Support clear work handovers, accountability and business continuity across the General Affairs function.

Qualifications and Skills:

1) Diploma or Degree in Business Administration, Facilities Management, Supply Chain, Logistics, Procurement or a related discipline equivalent relevant experience may be considered.

2) Preferably 2-5 years of experience in General Affairs, facilities administration, leasing, procurement, vendor management or contract coordination.

3) Experience supporting logistics, warehousing, distribution or transportation operations is an advantage.

4) Working knowledge of commercial contracts, tenancy matters, supplier coordination, cost comparisons and basic budget controls.

5) Strong analytical skills, commercial awareness, attention to detail, ability to prioritise, and ownership of assigned deliverables.

6) Good communication and interpersonal skills with internal and external stakeholders proficiency in spoken and written English and Mandarin.

7) Proficiency in Microsoft Word, Excel and PowerPoint, including data analysis, cost comparisons, presentations and Chinese word processing.

Performance Expectations:

. Documented cost savings and cost avoidance supported by accurate comparisons and verifiable baselines.

. Timely management of lease and service agreement notices, renewals, payments, approvals and contract records.

. On-time execution of assigned projects with effective cost, schedule and scope control.

. Accurate, timely reporting and complete, audit-ready departmental documentation.

. Effective vendor coordination, service follow-up, issue escalation and stakeholder support.