Senior Admin and Facilities Specialist

**Job Function**:
Admin, Facilities and Security

**Job Summary**:
The Senior/Admin and Facilities Specialist (Admin and Facilities) is responsible to support in the day to day administration in the area of staff welfare/Cohesion, security training coordination and General Administration within business vertical.

He / She is to assist in the co-ordination events and ensure timely replenishment, cleanliness and maintenance of premises.

He/She is meticulous with eye for details in managing documents, data digital and filing systems for the organisation. Must be able to perform good teamwork and interacts effectively as a team player.

**Job Responsibilities/Key Tasks(External)**:
**General Administration / Asset Management**
- Developing various reports and organising files/documents to keep information accessible.
- Perform repair and maintenance equipment, furniture, and facilities in warehouse and office.
- Place order from vendors and replenishment of supplies and consumables such as stationary supplies and pantry items for office and warehouse.
- Setting up and logistics arrangements of meeting rooms / function rooms etc for internal and external meetings.
- Place order to procure Personal Protective Equipment (PPE) and distribution for new staff.
- Perform SAP related administration activities. Eg. PO/PR/GR.
- Assist in tracking job orders e.g. screening of purchase orders, service reports, invoice and filing.
- Assist in asset management e.g. asset tracking and disposal.
- Assist in spare parts inventory tracking.
- Draw and track consumable and non-consumable items when required
- Support in the administration of staff attendance / OT clocking / Registering staff facial recognition matters.

**Staff Welfare / CSR Initiatives/ Company Events**
- Support in the co-ordination of Vertical and organisational-wide-related / welfare events (Festival event celebrations; SAF Day Ceremonies (Combined/in-house) including decorations; programme & arrangements).
- Support the co-ordination of staff welfare events for vertical / organisational-wide events - Eg appreciation lunch, issuance of festive token, Long Service Awards ceremony, STL Annual Games Cohesion, CSR initiatives etc).

**Security / Audits/ Continuous Improvement**
- Prepare and distribution staff card / access for employees
- Engage in continuous improvement initiatives to improve time, cost and quality management
- Assist in internal and external audit preparations

**Manage facility operations**
- Track maintenance jobs, statutory license and maintenance contract expiration and provide timely updates.
- Monitor Building Management System (BMS) and estate equipment serviceability.
- Identify estate issues thru daily walk-thru and observations.
- Liaise with third party service providers on maintenance or repair works.
- Record monthly utilities readings / usage.
- Assist in estate vendors’ visit - drawing of keys, escort and work supervision.
- Assist in estate incident management where applicable.
- Conduct technical investigation in response to fault calls

**Perform Safety and Health Tasks**
- Suggest WSH (Workplace Safety and Health) solutions to address localised shortcomings in existing processes
- Report WSH incidents
- Perform safety and health risk assessment
- Comply to safety, health and operational quality standards
- Coordinate WSH activities to ensure personal compliance to requirements

**Job Requirements**:

- Basic Knowledge of SAP Application
- Proficiency in Basic MS Office Applications
- Good communication and interpersonal skills with the ability to multi-task and work independently
- Customer-service oriented in communicating/collaborating with internal/external parties
- Willing to learn and adapt in the organization

**Professional Qualifications & Relevant Experience**:

- 1-2 years of relevant experience
- GCE N / O Levels or relevant ITE Qualifications (NITEC/Higher NITEC in Engineering preferred)