Admin & Operations Coordinator

Job Purpose/Key Responsibilities

The Admin & Operations Coordinator provides essential administrative and coordination support to the operations and facilities management teams. This role ensures smooth execution of permit-to work processes, quotation follow-ups, work coordination, and acts as backup support for the helpdesk function to maintain service continuity.

Work Arrangement

• 44-hour work week.

• Additional hours or weekend support may be required during operational needs or critical works.

Key Responsibilities

A) Permit-to-Work (PTW) Coordination

Prepare, submit, track, and close Permit-to-Work (PTW) applications for maintenance, project, and vendor works.

Coordinate with site teams, managing agents, clients, and contractors to ensure PTW compliance.

Maintain accurate PTW records, approvals, and supporting documentation.

B) Quotation & Work Execution Coordination

Assist in the preparation, tracking, and follow-up of quotations with vendors and internal teams.

Coordinate work schedules, access arrangements, and documentation for approved works.

Liaise with vendors and operations teams to ensure timely execution of works.

Maintain proper records of quotations, work orders, and correspondence.

C) Helpdesk Support (Backup / Relief)

Provide backup support for the helpdesk during peak periods, leave coverage, or manpower gaps.

Receive, log, and route service requests, incidents, and feedback via phone, email, or system.

Coordinate with operations teams to ensure service requests are followed up and closed.

D) Administrative & Communication Support

Respond to operational emails and phone enquiries in a professional and timely manner.

Assist with document preparation, filing, and updating of shared folders or systems (e.g. CMMS, trackers).

Support operations reporting, basic data consolidation, and administrative tasks as required.

Perform other ad hoc administrative duties related to operations support.

*Any other ad hoc duties required from time to time.

Required Skills and Qualifications

Education

GCE ‘O’ Levels / Nitec / Higher Nitec / Diploma in Business Administration, Facilities Management, or related fields.

Experience

3 years of administrative or coordination experience preferred.

Exposure to facilities management, projects, or operations support is an advantage.