Facility Management #ESY

1. Facilities Security & Access Management

• Administer the premises access card system and CCTV controls, including issuance, activation/deactivation, and maintenance of block leave access records.

• Respond to office premises security alarms during and outside business hours.

• Assist in fire drills, follow fire safety procedures, and ensure compliance with workplace safety guidelines.

________________________________________

2. Office Maintenance & Premises Upkeep

• Manage general office maintenance including monthly cleaning, air conditioning servicing, carpet shampooing, and upkeep of office infrastructure.

• Liaise with building management and vendors on maintenance works, including Permit To Work (PTW) applications.

• Maintain accurate records of all repairs, maintenance works, and vendor service reports.

• Attend to urgent maintenance requirements both within and outside business hours.

________________________________________

3. Accounts Payable & Financial Administration

• Input and verify invoices in the Accounts Payable (AP) system, including correct cost allocation.

• Process staff expense claims in accordance with company policy.

• Handling petty cash, claims and monthly record.

• Support month end activities as required for finance controls.

________________________________________

4. Procurement & Vendor Management

• Source and procure non IT goods and services, including evaluation, assessment, and screening of new suppliers.

• Ensure due diligence requirements for all active vendors are properly completed and updated.

• Manage onboarding of new vendors and maintain supplier records, contracts, and membership renewals.

• Maintain and update the approved suppliers list.

________________________________________

5. Reception & Front of House Services

• Provide full-spectrum reception duties including visitor management, telephone handling, front desk hospitality and company general mailbox monitoring.

________________________________________

6. Administrative & Business Support

• Provide administrative support to teams and senior management including travel arrangements, expense claims, documentation, and logistics coordination.

• Assist in organising staff events and internal engagement activities.

• Manage the printing of name cards, office forms, and ordering of stationery.

• Maintain inventory of office supplies and ensure timely replenishment.

• Training and supervising of pantry staff

________________________________________

7. Governance of Authorised Signatories & Key Register

• Manage receipt, updates, and record keeping of Authorised Signatories Booklets from correspondent banks (additions, amendments, deletions).

• Maintain and administer the office-wide Key Register.

________________________________________

8. Meeting Room & Common Area Management

• Oversee the upkeep, cleanliness, and functionality of all meeting rooms.

• Administer and maintain the meeting room booking system.

________________________________________

9. Records, Archiving & Confidential Document Destruction

• Administer warehouse and archiving processes, including collection, indexing, and retrieval of cartons stored at offsite facilities (e.g., Iron Mountain, CROWN).

• Maintain Users Admin list, monitor destruction dates, and perform regular reviews of archived materials.

• Conduct on-site checks on archived documents together with the Head of Facility Management.

• Coordinate and oversee the destruction of confidential documents in compliance with policy.

________________________________________

10. Audit, Controls & Compliance Support

• Provide support during audits and second-level controls related to Facilities Management Department (FMD) processes.

________________________________________

11. Project Support – Restacking & Renovation

• Assist the Head of Facility Management in workplace restacking, renovation, and reconfiguration projects.

• Obtain quotations, perform reviews, support award recommendation, and supervise contractors during site works.

Interested candidates, please email your resume to [email protected]

Anna See Sing Yee

CEI Reg R25157535

Recruit Express Pte Ltd

EA License No: 99C4599

We regret that only shortlisted candidates will be contacted