Facilities And Admin Executive - Part-Time

Office Facilities & Administration Executive
Location: Downtown | Reports To: Senior Admin & Business Support Executive | 1-year contract with option to convert to permanent |

Job Purpose

The Office Facilities & Administration Executive ensures the smooth operation of office facilities and administrative functions. This role covers office infrastructure, maintenance, vendor relationships, travel coordination, and internal event support — maintaining an efficient, safe, and well-organised work environment.

Key Responsibilities

Facilities Maintenance

• Oversee maintenance of air-conditioning systems (internal and external)
• Manage door access systems and security controls
• Ensure uninterrupted power and utilities supply
• Maintain water dispensers and coffee machines
• Coordinate M&E services (e.g. sump pump, water leak detection)
• Schedule sanitisation and carpet cleaning services
• Supervise landscaping and pest control activities
• Inspect and maintain electrical boards and fire extinguishers
• Manage document recycling and archiving processes
• Ensure adequate lighting and replenishment of office essentials
• Handle furniture repairs and replacements (e.g. floor springs, door arms)
• Monitor and replenish first aid kits in line with workplace safety standards

Access Management

• Manage visitor access for internal and external parties
• Maintain employee access rights, including profile creation and termination
• Administer season parking allocations
• Process Permit-to-Work (PTW) requests

Media Subscriptions

• Oversee corporate media subscriptions and renewals

Travel Coordination

• Manage hotel bookings and maintain hotel relations for business travel
• Prepare visa invitations and immigration letters for employees and guests

Office Inventory

• Maintain inventory records for storage areas, lockers, keys, and security items
• Oversee corporate merchandise stock and distribution

Vendor Management

• Handle vendor contracts and procurement processes
• Maintain strong relationships with service providers to ensure timely support

Finance & Administration

• Process and manage invoices related to office facilities and administrative expenses

Event Support

• Provide logistical and operational support for internal events and activities

Qualifications & Skills

• Diploma or Degree in Business Administration, Facilities Management, or a related field
• Minimum 3–5 years of experience in office administration or facilities management
• Strong organisational and multitasking skills
• Excellent communication and vendor management abilities
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
• Knowledge of workplace safety and compliance standards is an advantage