ADMIN EXECUTIVE (INTEGRATED FACILITIES MANAGEMENT)

Job Responsibilities

• Handle office administrative duties and paperwork which includes data entry, copying, scanning and attending to emails, etc.
• Maintain organized filing systems and accurate records.
• Prepare documents for compliance, audits, and internal reviews.
• Perform ad-hoc tasks as assigned by the HOD.
• Conduct half-yearly asset checks with the Operations team.
• Update the organization chart to reflect the latest manpowerchanges.
• Organize and prepare for meetings, including logistisc and gathering documents.
• Document meeting minutes for archival and distribution purposes.
• Support staff onboarding and offboarding processes.
• Handle petty cash and staff claims with proper documentation.
• Coordinate with the finance team for issuing invoices and following up on payments.
• Monitor client payments and provide updates to relevant teams.
• Prepare and issue Purchase Orders (POs) based on approved requisitions.
• Track POs and ensure timely delivery of goods and services.
• Review and process vendor payment claims, ensuring compliance with company policies.
• Track and update Key Performance Indicators (KPIs) for ongoing projects.
• Organize and analyze client and vendor performance surveys twice a year.
• Track and manage professional training programs for departmental personnel.
• Conduct quarterly employee performance surveys to gather feedback and support development.
• Produce monthly newsletter.
• Ad-hoc duties/tasks assigned.

Requirements

• Candidate must possess at least O-Level or equivalent.
• Minimum 4 years working experience in similar capacity.
• Proficient in MS Office & Outlook.
• Excellent team player with ability to meet tight deadlines.
• Ability to work independently with very minimal supervision.
• Ability to work in fast paced environment.
• IFM working experience would be an added advantage.

Working Location: Site Office, Tampines