Administrative and Facilities Coordinator

4 days ago


Singapore PAEONIA VENTURES PTE. LTD. Full time

At PAEONIA VENTURES PTE. LTD., we are seeking a highly organized and detail-oriented Administrative and Facilities Coordinator to join our team.

About Us

We are a Singapore-based family office founded in 2021, with operating businesses in the USA, UK, China, India, and Singapore. Our investment arm focuses on investing in equities, fixed income, hedge funds, real estate, venture capital, and arts & culture. Our philanthropy arm has also donated to educational and healthcare institutions globally.

This role requires an individual with strong organizational skills, attention to detail, and experience in managing multiple tasks under pressure. The ideal candidate will be able to work effectively in a fast-paced environment, prioritize tasks consistently, and meet deadlines.

Job Description

The Administrative and Facilities Coordinator will play a key role in supporting the daily operations of the family principal, ensuring smooth execution of tasks, and providing security oversight. This position requires hands-on support for the family principal's day-to-day schedule, coordination of activities, and meticulous management of instructions. Additionally, the successful candidate will assist in managing the family office's commercial properties, helping to maintain high standards of organization and efficiency.

Responsibilities
  • Support the Executive Assistant with Family Office Administration (70%):
    • Assist with administrative tasks such as planning and executing gatherings, events, and special occasions hosted by the management.
    • Coordinate activities, logistics, catering/temporary staff, manage contractors, and services, and oversee event logistics.
  • Facilities Management (30%):
    • Support in the management and maintenance of commercial property sites as assigned, including daily operations of the building, facilities, security, and vendor relationships.
    • Conduct regular checks and inspections to ensure the property is well maintained.
    • Ensure statutory requirements are complied with.
    • Review and recommend replacement/improvement plans for managed sites.
    • Provide essential customer service support to residents and owners.
    • Identify relevant tender notices and liaise with internal divisions, oversee the entire tender process.
    • Prepare a management report for the Family office, including rent roll, tenant feedback, etc.
    • Maintain relationships with external stakeholders, such as building tenants and local government.
Requirements
  • Minimum Diploma in Events & Project Management or equivalent; with at least 5 years of relevant working experience in Project Management/Coordination in Family Office/MINDEF/MHA.
  • Class 3 Driving License is highly preferred.
  • Strong attention to detail with exceptional organizational and multitasking skills.
  • Proven ability to excel in fast-paced environments, effectively prioritize tasks, and consistently meet deadlines.
  • Excellent communication skills, with a talent for engaging and collaborating with a wide range of stakeholders.
  • A 5-day work week, with flexibility in scheduling and availability to work on weekends.
Salary

$50,000 - $60,000 per annum, depending on experience.



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