Facilities and Administration Executive

MS Holdings Pte Ltd is seeking a proactive and detail-oriented Facilities, Administration & Compliance Executive to support the efficient operation of our offices and facilities while ensuring compliance with workplace safety, BizSAFE, ISO, and company standards.

The successful candidate will play a key role in facilities management, office administration, vendor coordination, workplace safety initiatives, and quality management system documentation.

Key Responsibilities

Facilities Management

Coordinate and oversee maintenance, repairs, servicing, and upkeep of office premises and company facilities.
Conduct regular inspections to ensure facilities are maintained in a safe and operational condition.
Liaise with contractors, building management, suppliers, and service providers.
Monitor facility-related expenditures and maintenance schedules.
Manage office renovations, relocation projects, and workspace improvements.
Maintain records of company assets, equipment, and maintenance contracts.

Administration

Manage office supplies, pantry inventory, stationery, and procurement activities.
Coordinate courier services, mail handling, document filing, and record management.
Support employee onboarding and offboarding administrative activities.
Assist in organizing meetings, company events, and staff engagement activities.
Prepare reports, presentations, and administrative documentation as required.

Workplace Safety & BizSAFE

Support and coordinate the company's Workplace Safety and Health (WSH) initiatives.
Maintain BizSAFE certification requirements and related documentation.
Coordinate workplace safety meetings, inspections, risk assessments, and corrective actions.
Liaise with external auditors, consultants, and government agencies on safety-related matters.
Monitor and update safety policies, procedures, incident reports, and training records.
Ensure compliance with applicable workplace safety regulations and company policies.

ISO Management System Support

Maintain ISO documentation, procedures, records, and compliance requirements.
Coordinate internal and external ISO audits.
Monitor corrective and preventive action plans.
Assist department heads in implementing and maintaining ISO standards and processes.
Support continuous improvement initiatives and compliance reviews.

Vendor & Contract Management

Source, evaluate, and manage contractors and service providers.
Obtain quotations and support procurement activities.
Monitor vendor performance and contract renewals.
Process invoices and maintain service agreements.

General Duties

Provide administrative and operational support to management.
Support special projects and ad-hoc assignments as required.

Requirements

Diploma or Degree in Business Administration, Facilities Management, Workplace Safety & Health, Engineering, or related disciplines.
Minimum 2 years of relevant experience in facilities management, administration, compliance, or workplace safety.
Familiarity with BizSAFE and ISO management systems.
Good understanding of workplace safety regulations and compliance requirements.
Strong organizational and coordination skills.
Proficient in Microsoft Office applications.
Ability to work independently and manage multiple priorities.

Preferred Qualifications

BizSAFE Coordinator / BizSAFE Level 2 certification or equivalent.
Experience supporting ISO 9001, ISO 14001 and/or ISO 45001 management systems.
Experience coordinating audits and regulatory inspections.
Knowledge of vendor and contract management.

Personal Attributes

Meticulous and highly organized.
Strong sense of ownership and accountability.
Good communication and stakeholder management skills.
Resourceful problem solver with a hands-on approach.
Able to work effectively in a fast-paced environment.

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