Job Description

Facilities & General Affairs Executive

Conduct regular inspections of the office, workplace and building facilities together with the Building & Facilities Lead, documenting defects and following up until resolution.
Maintain and monitor the preventive maintenance and inspection schedule for building systems, facilities equipment and common areas.
Coordinate planned maintenance, repairs, breakdowns and minor facilities improvement projects.
Manage facilities helpdesk requests by recording cases, coordinating with relevant vendors or technicians and tracking completion.
Coordinate contractor and vendor site visits and verify that agreed works have been completed satisfactorily.
Manage and maintain contractor documentation, including quotations, risk assessments, permits, purchase orders, job sheets and service reports.
Maintain accurate and up-to-date records of building plans, facilities equipment, assets, licences, inspection certificates, warranties and insurance schedules.
Monitor the expiry of service contracts, licences, certificates and warranties, initiating renewal processes at least 60 days in advance.
Coordinate workplace services including cleaning, pest control, air-conditioning, fire protection systems, electrical systems, security and access control, vending and coffee machines, and other facilities-related services.
Maintain records of facilities keys, access cards and other company-issued property.
Support facilities-related emergency preparedness activities, fire drills and corrective-action follow-up.

Source quotations and prepare quotation comparisons for facilities, office supplies, PPE and other workplace-related purchases.
Prepare purchase requisitions and purchase orders in accordance with company approval procedures.
Liaise with vendors to follow up on quotations, delivery schedules, outstanding works and supporting documentation.
Verify that invoices are supported by the relevant approved quotation, purchase order, delivery order or service report prior to submission for approval.
Maintain the facilities vendor and contract register, including contract values, expiry dates, renewal terms and key vendor contacts.
Monitor facilities expenditure against approved budgets and highlight unusual, unexpected or unplanned expenditure.
Support the Building & Facilities Lead in evaluating vendor performance and identifying opportunities for cost savings and service improvements.
Maintain proper documentation relating to facilities assets, purchases, disposals and approval records.

Maintain accurate inventory, issuance and acknowledgement records for safety shoes, helmets, gloves, uniforms, life vests and other approved PPE.
Process approved PPE requests and coordinate collection and distribution to employees.
Conduct regular stock checks, maintain appropriate minimum stock levels and arrange timely replenishment.
Maintain the life-vest register, including serial numbers and assigned engineers.
Monitor life-vest inspection and servicing expiry dates and arrange servicing one to two months in advance.
Issue and track temporary replacement 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 procurement, distribution and related documentation.
Investigate and report missing, damaged or unreturned PPE and company-issued equipment.

Coordinate WSH Committee meeting schedules, meeting rooms, invitations and document circulation.
Prepare, file and maintain approved WSH meeting minutes and action trackers.
Support monthly KPI data collection and controlled document filing in accordance with established reporting schedules.
Maintain customer evaluation records and other assigned ISO-related documentation.
Retrieve, organise and maintain facilities, WSH and ISO documentation required for internal and external audits.
Follow up with relevant departments on assigned audit findings, observations and corrective actions.
Compile information required for NEA declarations relating to electrical and electronic product supplies for review prior to submission.
Provide administrative support to the Compliance & Internal Control Executive on assigned WSH, ISO and compliance activities.
Ensure that regulatory interpretation and compliance ownership remain with the designated Compliance & Internal Control team.

Manage the ordering and monitoring of office, pantry, coffee-machine and other common-use supplies within approved budgets.
Maintain vendor contact lists, facilities documentation, task trackers and shared-folder records.
Coordinate signage, office fixtures, meeting-room equipment and other workplace requirements.
Work closely with various departments to support facilities and general administrative needs.
Provide backup support for other General Affairs administrative activities when required.
Perform other reasonable duties related to the position as assigned by the Building & Facilities Lead or Head of Finance & Administration.

Prepare and submit a monthly facilities report covering:

Diploma or Degree in Facilities Management, Business Administration, Engineering, General Administration or a related discipline.
1 years of experience in facilities, office administration, general affairs or workplace operations.
Experience coordinating vendors, contractors, maintenance activities and procurement processes.
Good understanding of workplace safety, facilities documentation and administrative controls.
Strong organisational and coordination skills with excellent attention to detail.
Good communication and interpersonal skills, with the ability to work effectively with internal departments, vendors and contractors.
Proficient in Microsoft Office, particularly Excel and Word.
Able to manage multiple priorities, follow up independently and meet deadlines.
Proactive, hands-on and comfortable working in a fast-paced operational environment.
Experience supporting WSH, ISO or audit-related activities will be an advantage.