Job Description

Be a part of something BIG!The Facility & Admin Executive is responsible to support the Facility Manager (FM) in all aspects of facility management to ensure smooth day-to-day operations. The primary objective of the role is to ensure a safe, clean and well-maintained working environment while optimizing operational efficiency and compliance with relevant policies and regulations. This involves administrative support, coordination of facility-related services, and facilitating effective communication between stakeholders.Make an Impact by:

• General Office Maintenance: Oversee the maintenance of office equipment, such as printers, copiers and other devices, ensuring their functionality besides coordinating with vendors to promptly address equipment issues.
• Financial and Administrative Support: Provide assistance to the Finance and Admin team in tasks related to the SAP system, including purchase orders and maintenance requests. Ensure proper housekeeping and filing of documents for record-keeping.
• Manage Contracted Cleaners: Supervise and coordinate with cleaning staff to maintain the office's cleanliness and hygiene and address concerns or issues related to cleaning standards
• Routine Pantry Equipment Checks: Conduct regular inspections of pantry equipment (e.g., water dispensers, fridges, microwaves) to ensure proper operation. Arrange for servicing or repairs when required.
• Compliance and Safety: Ensure that facilities comply with health, safety and environmental regulations and assist in implementing sustainability initiatives.
• Stakeholder Engagement: Serve as the point of contact for internal departments, responding to facility-related requests and issues efficiently
• Issuance of Access Cards: Issue scan cards to staff and visitors while maintaining accurate records. Collaborate with vendors to generate access card reports and resolve related queries.
• Maintenance Reporting: Develop and maintain reports related to facility operations, including maintenance schedules, vendor activities and asset usage
• Asset and Inventory Management: Track and maintain an updated inventory of office equipment, pantry supplies and other resources and coordinate procurement for necessary items.
• Liaison with Building Management: Serve as the primary contact for building management regarding office space maintenance and other related concerns. Manage issues related to building infrastructure and compliance

Skills for Success:

• Diploma or Degree in Business Administration field or equivalent.
• Minimum 2-3 years of working experience in Facilities Management, administrative roles or related field is required for this role
• Proficiency in maintaining and organizing documentation, including schedules, invoices, and reports, ensuring easy access and compliance with record retention policies.
• Knowledge of cleaning techniques, appropriate use of cleaning agents, and equipment handling to maintain a hygienic and pleasant environment.
• Skilled in using SAP to process vendor invoices, monitor payment statuses, and ensure timely settlements.
• Experience with raising and approving purchase orders within SAP systems, ensuring accuracy and compliance with company procurement policies is a plus.

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Singtel