Facility Management #ESY
Summary
Oversee office operations including security, maintenance, procurement, and administrative tasks like managing access systems, vendor contracts, and facility audits in Singapore.
1. Facilities Security & Access Management
• Administer the premises access card system and CCTV controls, including issuance, activation/deactivation, and maintenance of block leave access records.
• Respond to office premises security alarms during and outside business hours.
• Assist in fire drills, follow fire safety procedures, and ensure compliance with workplace safety guidelines.
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2. Office Maintenance & Premises Upkeep
• Manage general office maintenance including monthly cleaning, air conditioning servicing, carpet shampooing, and upkeep of office infrastructure.
• Liaise with building management and vendors on maintenance works, including Permit To Work (PTW) applications.
• Maintain accurate records of all repairs, maintenance works, and vendor service reports.
• Attend to urgent maintenance requirements both within and outside business hours.
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3. Accounts Payable & Financial Administration
• Input and verify invoices in the Accounts Payable (AP) system, including correct cost allocation.
• Process staff expense claims in accordance with company policy.
• Handling petty cash, claims and monthly record.
• Support month end activities as required for finance controls.
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4. Procurement & Vendor Management
• Source and procure non IT goods and services, including evaluation, assessment, and screening of new suppliers.
• Ensure due diligence requirements for all active vendors are properly completed and updated.
• Manage onboarding of new vendors and maintain supplier records, contracts, and membership renewals.
• Maintain and update the approved suppliers list.
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5. Reception & Front of House Services
• Provide full-spectrum reception duties including visitor management, telephone handling, front desk hospitality and company general mailbox monitoring.
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6. Administrative & Business Support
• Provide administrative support to teams and senior management including travel arrangements, expense claims, documentation, and logistics coordination.
• Assist in organising staff events and internal engagement activities.
• Manage the printing of name cards, office forms, and ordering of stationery.
• Maintain inventory of office supplies and ensure timely replenishment.
• Training and supervising of pantry staff
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7. Governance of Authorised Signatories & Key Register
• Manage receipt, updates, and record keeping of Authorised Signatories Booklets from correspondent banks (additions, amendments, deletions).
• Maintain and administer the office-wide Key Register.
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8. Meeting Room & Common Area Management
• Oversee the upkeep, cleanliness, and functionality of all meeting rooms.
• Administer and maintain the meeting room booking system.
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9. Records, Archiving & Confidential Document Destruction
• Administer warehouse and archiving processes, including collection, indexing, and retrieval of cartons stored at offsite facilities (e.g., Iron Mountain, CROWN).
• Maintain Users Admin list, monitor destruction dates, and perform regular reviews of archived materials.
• Conduct on-site checks on archived documents together with the Head of Facility Management.
• Coordinate and oversee the destruction of confidential documents in compliance with policy.
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10. Audit, Controls & Compliance Support
• Provide support during audits and second-level controls related to Facilities Management Department (FMD) processes.
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11. Project Support – Restacking & Renovation
• Assist the Head of Facility Management in workplace restacking, renovation, and reconfiguration projects.
• Obtain quotations, perform reviews, support award recommendation, and supervise contractors during site works.
Interested candidates, please email your resume to annasee@recruitexpress.com.sg
Anna See Sing Yee
CEI Reg R25157535
Recruit Express Pte Ltd
EA License No: 99C4599
We regret that only shortlisted candidates will be contacted