Office Operations Executive

Role overview

This role supports the day-to-day operation of an office facility in Singapore, with responsibility for both hard services and soft services, vendor coordination, maintenance follow-up, and administrative support. The position is tied to a full-time work arrangement and is part of a global transport and logistics organisation.

Hard services and maintenance coordination

You will oversee the planned preventive maintenance calendar for mechanical, electrical, and plumbing systems and infrastructure, making sure the schedule is accurate and matched with active maintenance contracts. You will also help execute maintenance tasks according to the agreed frequency, ensure safety documentation is in place, and keep records of all maintenance work. Communication with internal teams and external vendors for required activities will also form part of the job.

In addition, you will coordinate base-building and campus PPM activities, including fire safety requirements. This includes arranging access for vendors to the office block, handling the required HSS&E documents, and taking on fire warden duties for office users and facility vendors such as cleaners.

Soft services and workplace support

The role includes monitoring cleaning services and consumables, validating the cleaning vendor’s scope of work, tracking attendance, supporting backfill training, and handling requests for extra cleaning support. You will also review vendor performance against contract KPIs and inspect cleanliness and hygiene standards.

You will help manage plant maintenance schedules, support building security maintenance for the office block, coordinate coffee machine and water dispenser servicing, and arrange pest control when needed. Reception and mail handling duties include remote ad hoc visitor access support during office hours, courier and delivery coordination, and ensuring mail is organised and stored properly.

Repairs, facilities records, and office operations

A key part of the role is carrying out daily site walks to spot faults, service gaps, or repair needs early. You will manage user-raised issues and oversee repair work from vendor engagement through to inspection, site access, execution, and final acceptance. All related communication will need to be handled professionally and promptly.

You will also manage pantry and office supplies so that approved consumables remain stocked in a timely manner and stored neatly. The job requires maintaining facility records such as as-built drawings, operating manuals, maintenance contracts, applicable regulatory approvals, locker and storage allocations, and key press records. You will also oversee first aid kits, AED equipment, and access tagging.

Access control, contracts, and finance support

The position includes support for visitor and joiner-mover-leaver processes, including maintaining access records for Block A RHO users and managing locker and storage access. You will keep the facility contract database updated, track important milestones such as notice periods and expiry dates, and assist with procurement work such as quotations and vendor inspections when needed.

On the financial side, you will manage facility-related purchase orders and expenses, support vendor onboarding, ensure POs are raised on time, and track invoice payments each month. You will also monitor overall facility spend monthly.

Events and ad hoc support

You will assist with internal events, meetings, and office activities, and handle additional site support as required. This includes closing out the remaining items in the defects liability period, supporting minor site improvements, and helping with asset tagging exercises if necessary.

Candidate profile

Applicants should hold a diploma or degree in Facilities Management, Building Services, Mechanical or Electrical Engineering, or Business Administration / Operations Management. Fire Safety / Fire Warden certification and Workplace Safety & Health certification are required. The role is suited to someone with 1 to 2 years of experience in facilities management, building operations, office administration, or corporate services, and practical exposure to PPM planning, vendor management, office support functions, maintenance coordination, and procurement basics. Strong working knowledge of Microsoft Excel and PowerPoint is also expected.

About the employer

The organisation is a global transport and logistics leader with a large international workforce. It emphasises growth, collaboration, accountability, inclusion, and a strong performance mindset.

Additional information

Job reference number: 113270.

Time type: Full Time.

Location: Singapore, Singapore.

Employment arrangement: contract / remote.

Salary or stipend: not stated.

Number of openings: not stated.

Start date: not stated.

Application deadline: not stated.

No external application links or platform references are included here.