Facilities and Administration Executive

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.