Job Description

The Facilities Administrator provides administrative and coordination support for day-to-day facilities management operations. The role is responsible for maintaining records, coordinating work orders and contractors, supporting billing and reporting activities, and ensuring that facilities-related documentation and administrative processes are completed accurately and on time. The position will work closely with the Site Lead, Facilities/M&E team, subcontractors, contractors, and client representatives to ensure smooth and efficient site operations.

Key responsibilities

Provide administrative and coordination support for daily facilities management operations.
Maintain and update facilities records, maintenance schedules, work orders, service reports, and related documentation.
Coordinate with contractors and subcontractors on maintenance requests, service appointments, work schedules, and follow-up activities.
Track and monitor work orders to ensure that maintenance requests are completed within the required timeframe.
Assist with the preparation of monthly reports, operational reports, maintenance records, and management reports.
Support the Site Lead in preparing and maintaining documentation required under the facilities management contract.
Assist with billing and payment administration, including checking supporting documents, invoices, work completion records, and subcontractor submissions.
Maintain proper filing and documentation of contracts, quotations, purchase orders, invoices, maintenance records, and service reports.
Coordinate meetings, site activities, inspections, and other facilities-related appointments when required.
Assist in tracking defects, rectification works, and outstanding maintenance issues, and follow up with relevant contractors.

About you

Diploma in Business Administration, Facilities Management, Building Services, Engineering, or a related discipline.
Minimum 2-3 years of relevant experience in facilities administration, property management, building management, engineering administration, or a similar role.
Experience in facilities management or M&E operations will be an advantage.
Good working knowledge of Microsoft Office, particularly Excel, Word, and Outlook.