Administrative Support Specialist

2 weeks ago

Singapore beBeeFacilities Full time

Job Summary

This is an exciting opportunity for a highly skilled and organized Facilities Officer to join our team. As a key member of our facilities management department, you will be responsible for ensuring the smooth operation of our premises and equipment.

Key Responsibilities

  • Premises Inspection : Conduct regular inspections of our premises and equipment to ensure they are in good working condition.
  • Service Monitoring : Monitor the performance of cleaning, security, and other outsourced services to ensure they meet our high standards.
  • Inventory Management : Maintain an accurate inventory of supplies and coordinate procurement when necessary.
  • Safety Compliance : Ensure compliance with safety, health, and building regulations to protect our staff and visitors.
  • Emergency Preparedness : Support fire drills, annual shutdowns, and emergency response readiness to ensure business continuity.
  • Information Management : Prepare, organize, and store information in both paper and digital form.
  • Administrative Support : Deal with queries, meeting room reservations, and other administrative tasks.
  • Event Coordination : Coordinate event setup, teardown, and liaise with internal teams to ensure successful events.
  • Fixed Assets Maintenance : Administer and maintain fixed assets to optimize their use and extend their lifespan.
  • Vendor Liaison : Liaise with vendors on office-related matters to ensure seamless service delivery.
  • Budget Management : Assist in preparing and managing the facilities budget to ensure optimal resource allocation.
  • Warehouse Administration : Administer and maintain warehouse storage records and internal circulars.
  • Security Management : Support the control, maintenance, and administration of office security systems.
  • General Administration : Provide general administrative support as required.

Requirements

  • A minimum diploma in Facilities Management or a relevant discipline from a recognized tertiary institution.
  • At least 3 years of relevant experience in facilities management, building services, estate operations, or general admin-related fields.
  • Fresh graduates with a diploma or degree in facilities management are welcome to apply.
  • An understanding of building systems, maintenance protocols, and safety standards (e.g., Fire Safety Act).
  • The ability to multitask and work under pressure in a dynamic and fast-paced environment.
  • Good communication, project management, and interpersonal skills.
  • Proficiency in MS Office.
  • A valid Class 3 driving license.

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