Facilities and Administration Executive

We are seeking a proactive and organized Facilities & Administration Executive to support the day-to-day operations of building and workplace facilities within a marine and engineering environment. This role is responsible for coordinating preventive maintenance, vendor management, office administration, purchasing, PPE inventory, and facilities-related documentation to ensure a safe, efficient, and well-maintained workplace.

Key Responsibilities

Building & Facilities Management

• Coordinate preventive maintenance schedules, repairs, inspections, and minor facilities improvement works.

• Conduct regular workplace inspections, track defects, and follow up on corrective actions until completion.

• Coordinate with contractors, technicians, and service providers for maintenance and repair activities.

• Maintain records of building assets, maintenance schedules, warranties, inspection certificates, and service contracts.

• Support office facilities, including air-conditioning, electrical systems, fire safety systems, security access, cleaning, and pest control services.

Vendor & Procurement Coordination

• Source quotations and prepare comparisons for facilities, office, and PPE purchases.

• Prepare purchase requisitions and purchase orders in accordance with company procedures.

• Coordinate deliveries, verify invoices against approved quotations and service reports, and maintain vendor documentation.

• Monitor vendor performance, contract renewals, and facilities expenditure against approved budgets.

PPE & Safety Equipment Administration

• Manage inventory, issuance, and replenishment of PPE, uniforms, safety shoes, helmets, gloves, and life vests.

• Maintain PPE and safety equipment registers, including servicing and inspection schedules.

• Coordinate annual uniform distribution and monitor stock levels.

• Track missing or damaged company-issued safety equipment and maintain accurate inventory records.

WSH, ISO & Compliance Administration

• Provide administrative support for Workplace Safety & Health (WSH) and ISO-related activities.

• Coordinate WSH meetings, maintain action trackers, and file controlled documents.

• Support internal and external audits by preparing documentation and following up on corrective actions.

• Assist in maintaining compliance records, regulatory documentation, and monthly KPI reports.

Office & General Administration

• Manage office and pantry supplies, shared administrative records, and facilities documentation.

• Coordinate workplace signage, meeting room equipment, and other office administration requirements.

• Collaborate with internal departments on facilities and administrative support.

• Prepare monthly facilities reports covering maintenance status, vendor performance, PPE inventory, budget utilization, and outstanding actions.

Requirements

• Minimum NITEC, Higher NITEC, Diploma, or equivalent qualification in Facilities Management, Business Administration, Building Services, Supply Chain, Safety, or a related discipline.

• Minimum 3 years of experience in facilities coordination, office administration, vendor management, purchasing, or building maintenance administration.

• Experience in the marine, engineering, industrial, warehouse, or technical services industry is an advantage.

• Proficient in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.

• Familiarity with ERP systems (e.g. NetSuite) is an advantage.

• Basic understanding of building services, preventive maintenance scheduling, WSH, ISO documentation, and contractor coordination.

• Strong organizational, record-keeping, and stakeholder management skills.

• Proactive, detail-oriented, and able to manage multiple priorities in a fast-paced environment.