Facilities and Office Manager

1. Facilities & Building Operations

• Oversee the daily upkeep, cleanliness, hygiene, waste management and pest control of offices and warehouse facilities.
• Conduct regular facility inspections and follow up on defects, repairs and maintenance works.
• Manage office space planning, seating arrangements, warehouse layout adjustments, minor renovation and reinstatement works.
• Ensure facilities remain safe, functional and suitable for operational requirements.

2. Building Services & Asset Management

• Oversee servicing and maintenance of air-conditioning, electrical systems, generators, UPS, fire protection systems and other facility equipment.
• Develop and monitor preventive maintenance schedules.
• Maintain proper records of facility assets, equipment, servicing history, warranties and disposal.
• Coordinate urgent repairs and troubleshooting with contractors and service providers.

3. Office Administration & Workplace Services

• Oversee office equipment, pantry supplies, stationery, courier, telecommunications and general office services.
• Supervise reception, visitor arrangements, meeting room readiness and front-of-house support.
• Coordinate with HR on employee onboarding and offboarding matters, including access cards, keys, lockers and workstation preparation.
• Manage office access, parking arrangements and other workplace administrative matters.

4. Safety, Security & Compliance

• Ensure compliance with applicable workplace safety, fire safety, building and environmental requirements.
• Coordinate emergency preparedness, fire drills and statutory inspections or renewals.
• Manage access control, CCTV, visitor management and outsourced security services.
• Ensure contractors comply with relevant Risk Assessments, Safe Work Procedures and Permit-to-Work requirements where applicable.

5. Vendor, Budget & Cost Management

• Manage contractors and service providers for cleaning, security, pest control, air-conditioning, waste management and other facilities services.
• Obtain and evaluate quotations, negotiate commercial terms and monitor vendor performance.
• Monitor facilities and office-related OPEX and CAPEX expenditure.
• Monitor utility consumption and identify opportunities for cost savings and efficiency improvements.

6. Team & General Support

• Supervise facilities, office support, reception, security, cleaners and other support personnel where applicable.
• Coordinate with internal departments on facilities and office requirements.
• Support office moves, renovation, facility improvement and workplace improvement projects.
• Carry out any other facilities or office administration duties as assigned by Management.
  Requirements

• Diploma or Degree in Facilities Management, Business Administration, Building Services or related field.
• At least 3–5 years’ relevant experience in facilities and office management.
• Knowledge of building maintenance, vendor management, workplace safety and office administration.
• Able to manage contractors, budgets, service agreements and maintenance schedules.
• Strong coordination, communication and problem-solving skills.
• Able to work independently and handle urgent facility matters when required.