Facilities & Administration Executive

Responsible for supporting the day-to-day administration and coordination of building and facilities operations, including preventive maintenance, repairs, vendors, contracts, facilities equipment and records, office supplies, invoices and improvement projects. The role also administers engineers’ PPE, safety shoes, uniforms and life vests, provides administrative support for assigned WSH, ISO and regulatory activities, and maintains regular facilities performance and cost reports. RESPONSIBILITIES Building and Facilities Operations • Conduct regular building and workplace inspections with the Building & Facilities Lead, record defects and follow up until closure. • Maintain the preventive maintenance and inspection calendar for building systems, facilities equipment and common areas. • Coordinate scheduled maintenance, repairs, breakdowns and minor facilities improvement projects. • Manage facilities helpdesk cases by recording requests, coordinating the relevant vendor or technician and tracking completion. • Attend to contractors and vendors during site visits and verify that agreed works have been completed. • Coordinate contractor documentation, including quotations, risk assessments, permits, purchase orders, job sheets and service reports. • Maintain updated records of building plans, facilities equipment, assets, licenses, inspection certificates, warranties and insurance schedules. • Monitor the expiry of service contracts, licenses, certificates and warranties, and initiate renewal at least 60 days in advance. • Coordinate office cleaning, pest control, air-conditioning, fire-safety systems, electrical systems, security/access systems, vending or coffee machines and other facilities services. • Maintain facilities keys, access items and other assigned Company property records. • Support facilities-related emergency preparedness, fire drills and corrective-action follow-up. Vendor, Purchasing and Cost Control • Source quotations and prepare quotation comparisons for facilities, office and PPE purchases. • Prepare purchase requisitions or purchase orders according to the Company’s approval requirements. • Follow up with vendors on quotations, delivery schedules, outstanding work and supporting documents. • Verify that invoices are supported by the approved quotation, PO, delivery order or service report before submission for approval. • Maintain the facilities vendor and contract register, including contract value, expiry date, renewal terms and responsible contact person. • Monitor facilities expenditure against the approved budget and highlight unusual or unplanned expenditure. • Assist the Building & Facilities Lead in evaluating vendor performance and identifying cost-saving or service-improvement opportunities. • Maintain proper records for facilities assets, purchases, disposals and related approval documents. PPE, Uniform and Safety Equipment Administration • Maintain accurate stock, issuance and acknowledgment records for safety shoes, helmets, gloves, uniforms, life vests and other approved PPE. • Process approved PPE requests and arrange collection by employees. • Conduct regular stock checks, maintain minimum stock levels and arrange timely replenishment. • Maintain the life-vest register by serial number and assigned engineer. • Monitor life-vest inspection and servicing expiry dates and arrange servicing one to two months in advance. • Issue and track temporary spare 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 ordering, distribution, and related records. • Investigate and report any missing, damaged, or unreturned PPE or Company-issued equipment. WSH, ISO and Regulatory Administrative Support • Coordinate WSH Committee meeting schedules, meeting rooms, invitations and document circulation. • File approved WSH meeting minutes and maintain the related action tracker. • Support monthly KPI collation and controlled document filing according to the reporting calendar. • Maintain customer-evaluation records and other assigned ISO documents. • Retrieve and organize facilities, WSH and ISO evidence for internal and external audits. • Follow up on assigned audit observations and corrective actions with the relevant departments. • Compile information required for the NEA declaration of electrical and electronic product supplies for review before submission. • Support Compliance & Internal Control Executive on assigned WSH, ISO and compliance administration. Regulatory interpretation and compliance ownership remain with Compliance & Internal Control team. Office and General Administration • Order and monitor office, pantry, coffee-machine and other common-use supplies within the approved budget. • Maintain the vendor contact list, facilities files, task trackers and shared-folder records. • Coordinate signage, office fixtures, meeting-room equipment and other general workplace requirements. • Work with various departments on facilities and administrative requirements. • Provide backup support for other General Affairs administrative duties when required. • Perform other reasonable duties consistent with the role as assigned by the Building & Facilities Lead or Head of Finance & Administration. Reporting and Performance Monitoring Prepare a monthly facilities report covering: • Open and completed facilities cases • Overdue defects and corrective actions • Preventive maintenance completion • Contracts and certificates approaching expiry • PPE stock, issuance and servicing status • Facilities expenditure against budget • Vendor performance or service issues • Outstanding WSH/ISO administrative actions