Administrative Executive (IFM)

As part of the Integrated Engineering Facilities Management (IFM) team, you will handle documentation, reporting, and administrative coordination for daytoday FM operations. You will support the Facilities Manager (FM), Assistant Facilities Managers (AFMs), and Facilities Management Executives (FMEs) in ensuring smooth operations across multiple sites.

Key Responsibilities

• Maintain and update FM records, reports, and documentation (CMMS, shared folders).

• Prepare basic reports, meeting minutes, correspondence, and administrative paperwork.

• Assist with consolidation and checking of weekly/monthly operational data.

• Handle procurement and financerelated tasks such as quotation processing, invoice verification, PR/PO creation, and cost tracking.

• Liaise with vendors and subcontractors for document submissions and scheduling.

• Coordinate meetings, logistics, and communication with schools and internal teams.

• Support audit preparations, evidence collation, and compliance documentation.

Job Requirements

• GCE OLevel / ALevel / Nitec / Higher Nitec / Diploma in Business Admin, Accounting, or related fields.

• Basic finance/accounting knowledge (e.g., invoices, quotations, cost checking).

• 1-3 years of admin experience preferred FM/IFM experience is a plus.

• Strong attention to detail, accurate data handling, and good organisational skills.

• Proficient in MS Office (Excel/Word) and comfortable with digital systems.

• Good communication skills and a positive, serviceoriented attitude.