Facilities Administrator

21 hours ago

Singapore JONES LANG LASALLE PROPERTY CONSULTANTS PTE LTD Full time
Roles & Responsibilities

KEY RESPONSIBILITIES:

Facilities Operations:

  • Oversee the maintenance and repair of building systems, such as HVAC, plumbing, lighting, and security.
  • Monitor office conditions and address issues related to cleanliness, functionality, and employee comfort.
  • Respond promptly to facility-related requests and track resolution timelines.

Health, Safety, and Environment (HSE):

  • Ensure compliance with all HSE regulations, guidelines, and internal policies.
  • Conduct regular health and safety audits, risk assessments, and inspections.
  • Maintain emergency response plans, including fire drills, evacuation procedures, and first aid readiness.
  • Maintain proper documentation of incidents and resolutions.
  • Support the environmentally sustainable practices, such as recycling programs and energy-saving initiatives.

Procurement and Vendor Management:

  • Handle procurement of office supplies, furniture, equipment, and other facility-related resources.
  • Evaluate, select, and negotiate with vendors to obtain the best value for goods and services.
  • Monitor inventory levels and reorder supplies as needed to avoid disruptions.
  • Maintain records of all procurement activities, contracts, and vendor performance.
  • Ensure compliance with procurement policies and budget constraints.
  • Collaborate with internal departments to source specialized materials or services for projects.

Technology and Software Usage:

  • Utilize facilities management software (e.g., Corrigo, OnSite, EcoXtructure, PME, Security Expert, etc) to schedule and track maintenance tasks, monitor equipment, and manage facility requests.
  • Leverage procurement and budgeting software to streamline purchasing processes and maintain records.
  • Generate and analyze reports to improve facilities and procurement operations, providing actionable insights.

Space Management and Planning:

  • Assist with office space planning, including seating arrangements and shared area usage.
  • Coordinate office moves, expansions, or reconfigurations with minimal disruption.
  • Monitor usage of shared resources, such as meeting rooms and parking spaces, to ensure efficiency.

Administrative and Financial Management:

  • Process invoices, track expenses, and ensure adherence to the facilities budget.
  • Support in cost savings initiatives to achieve cost prudence
  • Maintain accurate records of facility operations, procurement activities, and safety documentation.
  • Prepare and present, if necessary, reports on facility performance, procurement efficiency, and project updates.

Project and Sustainability Initiatives:

  • Support facilities-related projects, such as renovations, relocations, or upgrades to building systems.
  • Drive sustainability efforts by implementing eco-friendly practices and reducing energy consumption.

QUALIFICATIONS & SKILLS:

Education:

  • Diploma in Facilities Management or
  • Bachelor’s degree in business administration, facilities management, procurement, or a related field (preferred).

Experience:

  • 1-3 years of experience in facilities management, procurement, or office administration.
  • Familiar with HSE regulations and procurement policies.

Key Skills:

  • Proficiency in facilities management and procurement software.
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal communication skills.
  • Budget management and vendor negotiation expertise.
  • Analytical and problem-solving capabilities.

Attributes of Ideal Candidate:

  • Proactive and Resourceful: Anticipates issues and resolves them effectively.
  • Detail-Oriented: Ensures accuracy in record-keeping, compliance tracking, and procurement activities.
  • Technologically Adept: Skilled at using modern workplace technology and eager to adopt new tools.
  • Strong Interpersonal Skills: Builds positive relationships with employees, vendors, and stakeholders.
  • Adaptable: Thrives in a dynamic, fast-paced environment.
  • Customer Service-Oriented: Focused on providing a safe, functional, and pleasant workplace.
  • Ethical and Transparent: Maintains integrity in procurement and operational practices.
  • Sustainability-Focused: Committed to implementing environmentally friendly initiatives.

Performance Metrics:

  • Compliance with HSE and procurement policies.
  • Timeliness in resolving facility and procurement-related issues.
  • Cost savings and budget adherence in procurement activities.
  • Employee satisfaction with workplace services and safety measures.
  • Vendor performance and compliance with SLAs.
  • Successful completion of projects within scope, time, and budget.

Tell employers what skills you have

Vendor Negotiation
Sustainability
Financial Management
Interpersonal Skills
Inventory
Administration
Procurement
Adaptable
Office Administration
Vendor Management
First Aid
Space Planning
Furniture
Budgeting
Facilities Management

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