Executive / Senior Executive, Operations (Admin & FM)

Job Purpose

Support day-to-day administration and facilities management operations of the corporate office to ensure a safe, functional, and efficient working environment. The role involves coordinating with vendors, supporting office operations, and ensuring timely resolution of facilities-related matters.

Responsibilities

• Liaise with landlord and vendors on building and facilities-related matters.
• Support procurement activities, including sourcing, evaluation, and coordination of facilities-related contracts.
• Coordinate and follow up with contractors to ensure service standards are met and issues are resolved in a timely manner.
• Assist in managing building systems such as access control, parking allocation, security, meeting room booking systems, and AV equipment.
• Administer issuance of building and access passes (e.g. cards, facial recognition).
• Support facilities enhancement, repairs, and maintenance works, including documentation and approval processes (e.g. AV systems, aircon, CCTV, cleaning, landscaping, permits, etc.).
• Prepare reports, support budgeting exercises, and maintain SOPs related to administration and facilities management. 
• Support fire safety coordination activities, including drills and inspections. 
• Coordinate and oversee works within office premises to ensure compliance with safety and operational requirements. 
• Work with office support staff (e.g. receptionist, cleaners) to ensure smooth day-to-day operations.
• Support requests from Chairman’s and GCEO’s offices where required.
• Coordinate office events, inspections, and workspace setup arrangements.
• Support Business Continuity Management (BCM) activities.
• Assist with ad-hoc tasks and projects as assigned.

Qualifications & Work Experience

• Diploma in Building, Facilities Management, or a related field.
• Minimum 5 - 8 years of relevant experience in facilities or administration
• Familiarity with statutory requirements and sustainability practices is an advantage.
• Fire Safety certification (e.g. FSM) will be an added advantage.
  Skills

Skills

Generic skills include:

• Good interpersonal and communication skills.
• Able to coordinate vendors and manage multiple tasks effectively.
• Proficient in Microsoft Office (Word, Excel).
• Self-driven, adaptable, and able to work independently and as part of a team.
• Willing to support after office hours when required.
• Strong sense of initiative and accountability.