Job Description

We are looking for a responsible, organised Office Admin & Facilities Coordinator to support day-to-day office administration and coordinate maintenance and servicing for our headquarters and project sites. The role also covers company vehicle administration, internet and mobile line arrangements, surveying equipment calibration and general administrative duties.

Key Responsibilities

1. Building Maintenance & Vendor Coordination

Coordinate building maintenance, repairs and servicing for HQ and project sites.
Liaise with vendors and contractors for the maintenance and repair of lifts, lighting, air-conditioning, CCTV and other building facilities, as well as the servicing and calibration of land surveying equipment.
Arrange maintenance appointments and coordinate with project personnel on site access and work schedules.
Obtain quotations, seek the necessary approvals and follow up with vendors to ensure work is completed on time.
Follow up on outstanding maintenance issues and report major defects or urgent matters to management.
Maintain records of maintenance schedules, service reports, calibration certificates, quotations and invoices.

2. Internet & Mobile Line Administration

Coordinate internet installation, servicing and troubleshooting with service providers.
Arrange company mobile lines, SIM card replacements, plan changes and termination of unused lines.
Maintain records of internet subscriptions, mobile lines, contract periods and renewal dates.
Check monthly bills and follow up on billing discrepancies or service issues.

3. Company Vehicle Administration

Monitor vehicle road tax and insurance expiry dates and arrange renewals on time.
Liaise with insurance companies, vehicle agents and service providers on renewals and related matters.
Maintain records of company vehicles, insurance policies and renewal dates.

4. General Office Administration

Arrange buffet catering and refreshments for company meetings, festive celebrations and staff events.
Coordinate logistics for company functions and celebrations.
Assist with office supplies, pantry supplies and other general administrative requirements.
Handle filing, documentation and other administrative duties assigned by management.

Job Requirements

Minimum Nitec, Higher Nitec or Diploma in Business Administration, Facilities Management or a related discipline.
Preferably 2 years of experience in office administration, facilities coordination or vendor management.
Experience in the construction industry will be an advantage.
Good communication and coordination skills when dealing with vendors, contractors and internal staff.
Basic computer skills, including Microsoft Word and Excel.
Organised, responsible and able to follow up on tasks independently.
Willing to travel between HQ and project sites in Singapore when required.
..Work Location: West area, 2 bus stops away from Pioneer MRT...

Office Admin Coordinator