Building and Facilities Operations
- Conduct regular building and workplace inspections with the Building & Facilities Lead, record defects and follow up until closure.
- Maintain the preventive maintenance and inspection calendar for building systems, facilities equipment and common areas.
- Coordinate scheduled maintenance, repairs, breakdowns and minor facilities improvement projects.
- Manage facilities helpdesk cases by recording requests, coordinating the relevant vendor or technician and tracking completion.
- Attend to contractors and vendors during site visits and verify that agreed works have been completed.
- Coordinate contractor documentation, including quotations, risk assessments, permits, purchase orders, job sheets and service reports.
- Maintain updated records of building plans, facilities equipment, assets, licenses, inspection certificates, warranties and insurance schedules.
- Monitor the expiry of service contracts, licenses, certificates and warranties, and initiate renewal at least 60 days in advance.
- Coordinate office cleaning, pest control, air-conditioning, fire-safety systems, electrical systems, security/access systems, vending or coffee machines and other facilities services.
- Maintain facilities keys, access items and other assigned Company property records.
- Support facilities-related emergency preparedness, fire drills and corrective-action follow-up.
Vendor, Purchasing and Cost Control
- Source quotations and prepare quotation comparisons for facilities, office and PPE purchases.
- Prepare purchase requisitions or purchase orders according to the Company's approval requirements.
- Follow up with vendors on quotations, delivery schedules, outstanding work and supporting documents.
- Verify that invoices are supported by the approved quotation, PO, delivery order or service report before submission for approval.
- Maintain the facilities vendor and contract register, including contract value, expiry date, renewal terms and responsible contact person.
- Monitor facilities expenditure against the approved budget and highlight unusual or unplanned expenditure
- Assist the Building & Facilities Lead in evaluating vendor performance and identifying cost-saving or service-improvement opportunities.
- Maintain proper records for facilities assets, purchases, disposals and related approval documents.
PPE, Uniform and Safety Equipment Administration
- Maintain accurate stock, issuance and acknowledgment records for safety shoes, helmets, gloves, uniforms, life vests and other approved PPE.
- Process approved PPE requests and arrange collection by employees.
- Conduct regular stock checks, maintain minimum stock levels and arrange timely replenishment.
- Maintain the life-vest register by serial number and assigned engineer.
- Monitor life-vest inspection and servicing expiry dates and arrange servicing one to two months in advance.
- Issue and track temporary spare life vests while assigned units are undergoing servicing.
- Coordinate inspection and servicing of fall-arrest systems and other safety equipment under the direction of the Building & Facilities Lead.
- Coordinate annual uniform ordering, distribution, and related records.
- Investigate and report any missing, damaged, or unreturned or Company-issued equipment.
WSH, ISO and Regulatory Administrative Support
- Coordinate WSH Committee meeting schedules, meeting rooms, invitations and document circulation.
- File approved WSH meeting minutes and maintain the related action tracker.
- Support monthly KPI collation and controlled document filing according to the reporting calendar.
- Maintain customer-evaluation records and other assigned ISO documents.
- Retrieve and organize facilities and ISO evidence for internal and external audits.
- Follow up on assigned audit observations and corrective actions with the relevant departments.
- Compile information required for NEA declaration of electrical and electronic product supplies for review before submission.
- Support Compliance & Internal Control Executive on assigned WSH, ISO and compliance administration.
- Regulatory interpretation and compliance ownership remain with Compliance &Internal Control team.
Office and General Administration
- Order and monitor office, pantry,coffee-machine and other common-use supplies within the approved budget.
- Maintain the vendor contact list,facilities files, task trackers and shared-folder records.
- Coordinate signage, officefixtures, meeting-room equipment and other general workplace requirements.
- Work with various departments on facilities and administrative requirements.
- Provide backup support for other General Affairs administrative duties when required.
- Perform other reasonable duties consistent with the role as assigned by the Building & Facilities Lead or Head of Finance & Administration.
Reporting and Performance Monitoring
Prepare a monthly facilities report covering:
- Open and completed facilities cases
- Overdue defects and corrective actions
- Preventive maintenance completion
- Contracts and certificates approaching expiry
- PPE stock, issuance and servicing status
- Facilities expenditure against budget
- Vendor performance or service issues
- Outstanding WSH/ISO administrative actions
