Admin Assistant (Facilities Management) - #1133724

The Role: Site Administrator (Facilities Management)

We are seeking a proactive and detail-oriented Site Administrator to support the operational and administrative functions of our facilities management team. This role plays a key part in ensuring smooth coordination between internal teams, vendors, and clients, while maintaining compliance and documentation standards.

Key Responsibilities:

• Coordinate and process security clearance applications for staff and vendors, ensuring compliance with PDPA and site-specific protocols.

• Maintain and update quotation and EPO trackers regularly; liaise with vendors to ensure timely and accurate documentation.

• Track and compile monthly attendance records for submission to the Facilities Management team, ensuring deadlines are met.

• Prepare and submit master work schedules by coordinating with vendors, including annual, monthly, and actual maintenance schedules.

• Follow up with soft services teams (e.g., cleaning, horticulture, pest control) to collect and compile monthly reports and service documentation.

• Verify and consolidate hard services claims and supporting documents from TPSP for certification and payment processing.

• Convert vendor quotations into internal formats for submission and initiate internal purchase order requests.

• Organize and maintain documentation for audit readiness, ensuring records are systematically stored and easily accessible.

• Monitor and manage tasks within the Mozart system, including CWO, PPM, and IoT-related activities, ensuring timely execution and KPI compliance.

What Are We Looking For?

We’re looking for a highly organized and collaborative individual who thrives in a fast-paced environment and is comfortable managing multiple stakeholders and systems.

Requirements:

• Prior experience in administrative support within facilities management or a related field is preferred.

• Strong coordination skills with the ability to liaise effectively across internal teams and external vendors.

• Proficient in Microsoft Office and familiar with digital tools such as Dropbox, OneDrive, and workflow systems like Mozart.

• Excellent attention to detail and ability to manage documentation for compliance and audit purposes.

• Strong time management skills with the ability to meet tight deadlines for monthly and quarterly submissions.

• Familiarity with procurement processes, including quotation formatting and purchase order requests.

• Understanding of PDPA and data handling protocols, especially in relation to security clearance processes.

• Comfortable working with confidential information and adhering to strict data protection guidelines.

• Ability to work independently while supporting broader operational goals.

We regret that only shortlisted candidates will be notified. Thank you.

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EA Personnel Name: Woon Pei Chyi (Jess)
EA Personnel No: R23119229
EA License No: 11C3955