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.