FACILITIES MANAGEMENT EXECUTIVE

Position Overview

The Building Maintenance & Procurement Officer/Executive is responsible for ensuring the smooth upkeep and efficient functioning of the organisation's training centres, offices, and facilities. This role covers the full spectrum of building maintenance (air-conditioning, lighting, security systems, equipment, and general repairs), vendor management, and procurement. The Officer/Executive will also ensure compliance with workplace safety, fire safety, and other regulatory requirements, while acting as the key liaison with landlords, contractors, and external parties.

Key Responsibilities:

Building & Facilities Maintenance

. Oversee day-to-day maintenance of the training centre, including air-conditioning, lighting, electrical, plumbing, and security systems.

. Plan and schedule regular preventive maintenance to minimise downtime and extend asset life.

. Coordinate with contractors and service providers for repairs, servicing, and ad-hoc works.

. Monitor building systems and respond promptly to breakdowns or emergencies.

. Maintain an up-to-date asset inventory, service records, and maintenance logs.

Compliance & Safety

. Ensure full compliance with fire safety regulations, workplace safety standards, and building code requirements.

. Conduct periodic checks and coordinate fire drills, safety inspections, and rectification works.

. Maintain proper records of certifications, permits, and safety-related documentation

. Liaise with relevant government agencies or authorities (e.g. SCDF, BCA, MOM) as required.

. Act as the company's point of contact for all landlord-related matters, including lease management, tenancy issues, repairs, and building notices.

Procurement & Vendor Management

. Manage sourcing, evaluation, and selection of vendors and suppliers for goods and services.

. Negotiate pricing, contracts, and service terms to ensure cost-effectiveness and value for money.

. Build and maintain strong relationships with vendors to ensure reliability and accountability.

. Handle purchasing requests across business units and ensure timely delivery of required items.

. Monitor and track procurement budgets to ensure alignment with organisational financial targets.

Operational Support

. Ensure classrooms, training equipment, and facilities are always operational and presentable.

. Support logistics for events, courses, and office requirements as needed.

. Monitor utility consumption (electricity, water, etc.) and recommend efficiency improvements.

. Implement cost-saving initiatives through innovative maintenance and procurement strategies.

Administrative & Reporting

. Prepare reports on maintenance schedules, procurement activities, and cost analysis.

. Ensure procurement and maintenance practices comply with company policies and regulatory requirements.

. Provide recommendations for continuous improvement in facilities management and procurement processes.

Skills & Competencies:

Technical Skills:

. Solid understanding of building maintenance systems (aircon, electrical, plumbing, lighting, security).

. Familiarity with fire safety codes, workplace safety regulations, and facility compliance requirements in Singapore.

. Proficiency in vendor negotiation, procurement processes, and cost control.

. Ability to read and interpret service reports, contracts, and basic building schematics.

. Competent in MS Office (Excel, Word, Outlook) exposure to facility management software is an advantage.

Soft Skills & Mentality:

. Proactive problem solver - anticipates issues before they escalate and acts swiftly.

. Cost-conscious mindset - constantly seeks innovative, practical, and budget-friendly solutions.

. Hands-on attitude - not afraid to roll up sleeves and get things done when required.

. Strong ownership - treats the facility as if it were their own, ensuring things are done right the first time.

. Vendor relationship builder - maintains firm yet professional relationships with external partners.

. Resilient under pressure - stays calm and solutions-driven when faced with emergencies or multiple demands.

. Detail-oriented - ensures nothing slips through the cracks, especially with compliance and safety matters.

. Team player with accountability - supports colleagues and aligns facility functions with organisational needs.

. Continuous improvement mindset - always looking for ways to optimise processes, reduce costs, and improve efficiency.

Key Requirements:

. Diploma or Degree in Facilities Management, Building Services, Procurement, or related field (preferred).

. At least 2-3 years experience in building maintenance, facilities management, or procurement.

. Familiarity with regulatory requirements and compliance matters in Singapore.

. Strong vendor negotiation and management skills.

. Good communication, organisational, and reporting abilities.