The posting
We are seeking a proactive and organized Facilities & Administration Executive to support the day-to-day operations of building and workplace facilities within a marine and engineering environment. This role is responsible for coordinating preventive maintenance, vendor management, office administration, purchasing, PPE inventory, and facilities-related documentation to ensure a safe, efficient, and well-maintained workplace.
Key Responsibilities
Building & Facilities Management
- Coordinate preventive maintenance schedules, repairs, inspections, and minor facilities improvement works.
- Conduct regular workplace inspections, track defects, and follow up on corrective actions until completion.
- Coordinate with contractors, technicians, and service providers for maintenance and repair activities.
- Maintain records of building assets, maintenance schedules, warranties, inspection certificates, and service contracts.
- Support office facilities, including air-conditioning, electrical systems, fire safety systems, security access, cleaning, and pest control services.
Vendor & Procurement Coordination
- Source quotations and prepare comparisons for facilities, office, and PPE purchases.
- Prepare purchase requisitions and purchase orders in accordance with company procedures.
- Coordinate deliveries, verify invoices against approved quotations and service reports, and maintain vendor documentation.
- Monitor vendor performance, contract renewals, and facilities expenditure against approved budgets.
PPE & Safety Equipment Administration
- Manage inventory, issuance, and replenishment of PPE, uniforms, safety shoes, helmets, gloves, and life vests.
- Maintain PPE and safety equipment registers, including servicing and inspection schedules.
- Coordinate annual uniform distribution and monitor stock levels.
- Track missing or damaged company-issued safety equipment and maintain accurate inventory records.
WSH, ISO & Compliance Administration
- Provide administrative support for Workplace Safety & Health (WSH) and ISO-related activities.
- Coordinate WSH meetings, maintain action trackers, and file controlled documents.
- Support internal and external audits by preparing documentation and following up on corrective actions.
- Assist in maintaining compliance records, regulatory documentation, and monthly KPI reports.
Office & General Administration
- Manage office and pantry supplies, shared administrative records, and facilities documentation.
- Coordinate workplace signage, meeting room equipment, and other office administration requirements.
- Collaborate with internal departments on facilities and administrative support.
- Prepare monthly facilities reports covering maintenance status, vendor performance, PPE inventory, budget utilization, and outstanding actions.
Requirements
- Minimum NITEC, Higher NITEC, Diploma, or equivalent qualification in Facilities Management, Business Administration, Building Services, Supply Chain, Safety, or a related discipline.
- Minimum 3 years of experience in facilities coordination, office administration, vendor management, purchasing, or building maintenance administration.
- Experience in the marine, engineering, industrial, warehouse, or technical services industry is an advantage.
- Proficient in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
- Familiarity with ERP systems (e.g. NetSuite) is an advantage.
- Basic understanding of building services, preventive maintenance scheduling, WSH, ISO documentation, and contractor coordination.
- Strong organizational, record-keeping, and stakeholder management skills.
- Proactive, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
