Facilities Administrator

The Facilities Administrator provides administrative and coordination support for day-to-day facilities management operations. The role is responsible for maintaining records, coordinating work orders and contractors, supporting billing and reporting activities, and ensuring that facilities-related documentation and administrative processes are completed accurately and on time. The position will work closely with the Site Lead, Facilities/M&E team, subcontractors, contractors, and client representatives to ensure smooth and efficient site operations. Key responsibilities • Provide administrative and coordination support for daily facilities management operations. • Maintain and update facilities records, maintenance schedules, work orders, service reports, and related documentation. • Coordinate with contractors and subcontractors on maintenance requests, service appointments, work schedules, and follow-up activities. • Track and monitor work orders to ensure that maintenance requests are completed within the required timeframe. • Assist with the preparation of monthly reports, operational reports, maintenance records, and management reports. • Support the Site Lead in preparing and maintaining documentation required under the facilities management contract. • Assist with billing and payment administration, including checking supporting documents, invoices, work completion records, and subcontractor submissions. • Maintain proper filing and documentation of contracts, quotations, purchase orders, invoices, maintenance records, and service reports. • Coordinate meetings, site activities, inspections, and other facilities-related appointments when required. • Assist in tracking defects, rectification works, and outstanding maintenance issues, and follow up with relevant contractors. About you • Diploma in Business Administration, Facilities Management, Building Services, Engineering, or a related discipline. • Minimum 2–3 years of relevant experience in facilities administration, property management, building management, engineering administration, or a similar role. • Experience in facilities management or M&E operations will be an advantage. • Good working knowledge of Microsoft Office, particularly Excel, Word, and Outlook.