Admin executive

3 days ago


Singapore Vanguard Interiors Pte Ltd Full time

Job Overview: The Admin Executive in the Facilities Management Department plays a vital role in supporting the department's operations by providing administrative and clerical assistance. The position ensures the smooth running of the facilities management office, coordinating tasks, maintaining documentation, and assisting in day-to-day facility operations. Responsibilities: Provide general administrative assistance to the Facilities Management team, including managing phone calls, scheduling meetings, and handling correspondence. Maintain accurate records such as facility contracts, maintenance schedules, and service agreements. Organize and update both physical and digital filing systems. Track and manage work orders, maintenance requests, and repairs, ensuring tasks are completed on time and meet service standards. Assist in coordinating with external vendors and service providers for maintenance and repair works, including obtaining quotes and following up on service completion. Maintain an inventory of equipment and records for facility maintenance. Oversee the organization and secure storage of keys within the key press box, ensuring accurate tracking of keys issued to staff and vendors. Compile supplier invoices and match them with supporting documents such as purchase orders (POs) and delivery receipts. Ensure accuracy before submitting compiled documents to the finance department. Communicate with tenants to address facility-related issues and coordinate maintenance or repairs, ensuring tenant satisfaction. Compile utilities meter readings on a monthly basis (e.g., water, electricity), ensuring accuracy, and submit data to the relevant departments for billing or reporting purposes. Prepare and submit monthly reports on maintenance activities, utilities usage, expenses, and any issues requiring attention. Any other ad-hoc duties as assigned and required by the company. Requirements: Diploma or Degree in Business Administration, Facilities Management, or related field. 1-3 years of relevant experience in administrative support, preferably in facilities management or property management. Strong organizational skills with attention to detail. Excellent communication and interpersonal skills. Problem-solving and analytical skills. Ability to multitask and prioritize tasks effectively in a fast-paced environment. Proficiency in Microsoft Office and Google Workspace. About Us We are all about embracing the new. If you are looking for a fun and dynamic career, if you are passionate and love a fun-filled work environment, if you embrace challenges and are always thinking on your feet, then you’re the one we are looking for. Why Join Us? Now, we are going to tell you why you should be a part of this ever-growing company. Some of the perks include an easily accessible office, flexible working hours, tons of retail, furniture and F&B discounts, as well as a fun and dynamic working culture that redefine a 9-6 job. We thank all candidates for your interest in Vanguard Group, and regret that only shortlisted candidates will be notified. #J-18808-Ljbffr


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