Facilities Executive

Role Overview

The Facilities Executive will provide comprehensive facilities and administrative support within the organization, ensuring the environment remains safe, clean, and compliant with various regulatory guidelines.

Key Responsibilities

• Maintain and oversee a secure and hygienic environment across all company premises in compliance with regulations from authorities such as BCA, NEA, SCDF, WSH.
• Serve as the primary liaison for all outsourced facilities management vendors, ensuring contractual compliance and evaluating vendor performance annually.
• Assist in the formulation and execution of emergency response protocols, including fire safety plans and pandemic preparedness measures.
• Support daily vehicular and transport operations involving company vehicles and external transport service providers.
• Aid project teams with renovation and upgrade initiatives by coordinating communications and ensuring safety compliance among involved stakeholders and contractors.
• Conduct sourcing and evaluation of purchase quotations followed by approval processes to guarantee cost-effective procurement benefiting the organization and its clients.
• Manage documentation such as contracts, service requests, certifications, insurance policies, and financial paperwork to support operations and satisfy audit and funding requisites.
• Coordinate contract and agreement renewals pivotal to operational continuity.
• Provide logistical and administrative assistance for organizational events, including Board Meetings, Committee Meetings, and Managers’ Meetings.
• Administer card access systems, printing functions, phone line management, and other assigned administrative tasks.

Candidate Requirements

• Minimum diploma qualification in any discipline; candidates with substantial relevant work experience but lacking formal educational credentials may also be considered.
• At least five years of pertinent professional experience for diploma holders.
• Familiarity with Microsoft Office 365 suite including Outlook, SharePoint, Word, Excel, and PowerPoint is preferable.
• Owning a personal mode of transportation is advantageous.
• Must demonstrate proactive attitude, attention to detail, effective communication, interpersonal skills, and be a cooperative team member.