Office Facilities & Administration Executive
Location: Downtown | Reports To: Senior Admin & Business Support Executive | 1-year contract with option to convert to permanent |
Job Purpose
The Office Facilities & Administration Executive ensures the smooth operation of office facilities and administrative functions. This role covers office infrastructure, maintenance, vendor relationships, travel coordination, and internal event support - maintaining an efficient, safe, and well-organised work environment.
Key Responsibilities
Facilities Maintenance
- Oversee maintenance of air-conditioning systems (internal and external)
- Manage door access systems and security controls
- Ensure uninterrupted power and utilities supply
- Maintain water dispensers and coffee machines
- Coordinate M&E services (e.g. sump pump, water leak detection)
- Schedule sanitisation and carpet cleaning services
- Supervise landscaping and pest control activities
- Inspect and maintain electrical boards and fire extinguishers
- Manage document recycling and archiving processes
- Ensure adequate lighting and replenishment of office essentials
- Handle furniture repairs and replacements (e.g. floor springs, door arms)
- Monitor and replenish first aid kits in line with workplace safety standards
Access Management
- Manage visitor access for internal and external parties
- Maintain employee access rights, including profile creation and termination
- Administer season parking allocations
- Process Permit-to-Work (PTW) requests
Media Subscriptions
- Oversee corporate media subscriptions and renewals
Travel Coordination
- Manage hotel bookings and maintain hotel relations for business travel
- Prepare visa invitations and immigration letters for employees and guests
Office Inventory
- Maintain inventory records for storage areas, lockers, keys, and security items
- Oversee corporate merchandise stock and distribution
Vendor Management
- Handle vendor contracts and procurement processes
- Maintain strong relationships with service providers to ensure timely support
Finance & Administration
- Process and manage invoices related to office facilities and administrative expenses
Event Support
- Provide logistical and operational support for internal events and activities
Qualifications & Skills
- Diploma or Degree in Business Administration, Facilities Management, or a related field
- Minimum 3-5 years of experience in office administration or facilities management
- Strong organisational and multitasking skills
- Excellent communication and vendor management abilities
- Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
- Knowledge of workplace safety and compliance standards is an advantage
