Executive, Facilities & Administration

Executive, Facilities & Administration (Senior Executive / Executive)

About the role

Responsible for overseeing and coordinating the effective delivery of facilities management and administrative services across Headquarters and branch offices. This role ensures a safe, efficient, and well-maintained work environment through effective management of office facilities, lease administration, vendor performance, procurement activities, workplace initiatives, and facility-related projects.

Key responsibilities

• Oversee the daily facilities and administrative operations of HQ and branch offices to ensure smooth business continuity.
• Conduct routine inspections of office premises and coordinate corrective maintenance activities to uphold workplace standards.
• Monitor and ensure the proper functioning, maintenance, and upkeep of office facilities, equipment, and assets.
• Maintain accurate records of assets, maintenance schedules, service reports, and facilities documentation.
• Coordinate office space planning and workplace optimization initiatives.
• Manage lease administration activities, including renewals, negotiations, terminations, and related documentation.
• Liaise with landlords, building management, and relevant authorities on tenancy matters, renovation approvals, maintenance issues, and compliance requirements.
• Manage sourcing, procurement, and vendor engagement for facilities-related services, including cleaning, maintenance, office equipment, furniture, security, and pantry services.
• Monitor vendor performance and ensure service delivery meets agreed service standards and contractual obligations.
• Assist in planning, coordinating, and executing facilities-related projects, office renovations, upgrades, and refurbishment works.

About you

• Bachelor's Degree in Facilities Management, Real Estate, Business Administration, Engineering, or a related discipline.
• Minimum 3 to 5 years of relevant experience in Facilities Management, Property Management, Administration, or related functions.
• Strong problem-solving, analytical, and critical-thinking abilities.
• Excellent communication, interpersonal, and negotiation skills.
• Strong organizational skills with high attention to detail.
• Ability to manage multiple priorities and work independently in a fast-paced environment.
• Proficient in Microsoft Office applications, particularly Excel and PowerPoint.
• Experience managing multiple office locations will be an advantage.
• Knowledge of AutoCAD, space planning software, or workplace management systems will be an added advantage.
• Familiarity with facilities maintenance, vendor management, and procurement processes.