Executive, Office Procurement & Administration

Job Summary

Facilities & Office Management

• Oversee day-to-day facilities operations to ensure office buildings and workspaces are well-maintained, safe, and fully functional
• Coordinate and follow up on maintenance and repair works (e.g., electrical, air-conditioning, plumbing, office equipment)
• Act as the main point of contact for all facility-related issues, similar to a property management role
• Liaise with building management, landlords, and service providers to ensure smooth operations and issue resolution
• Manage preventive maintenance schedules and ensure timely servicing of all office systems and equipment
• Ensure compliance with workplace safety standards, regulations, and company policies
• Support office layout planning, renovation, and workspace optimization projects
• Monitor and control facility-related budgets and expenses to ensure cost efficiency

Vendor & Service Management

• Source, evaluate, and manage vendors for facility-related services (e.g., cleaning, security, maintenance)
• Negotiate service agreements and ensure contract compliance, renewal, and performance standards
• Coordinate vendor access, supervise service quality, and resolve operational issues

Asset & Administrative Support

• Oversee rental and service agreements for office equipment and operational assets (e.g., printers, vehicles, office facilities)
• Manage Easy Pass and Fleet Card administration, including application, usage tracking, and expense reconciliation
• Maintain proper documentation and records for all facility, service, and asset-related agreements

Inventory & Cost Control

• Maintain inventory levels for office supplies and ensure timely replenishment
• Track and analyze facility and administrative costs to support budgeting and cost control
• Maintain accurate records of administrative expenses and prepare reports as required

Key Qualification

• Bachelor’s degree in Business Administration, Facilities Management, or a related field is preferred
• Minimum of 5 years’ experience in administration, facilities management, office procurement, or a related field
• Proven experience in office renovation, relocation, and workspace setup projects
• Hands-on experience in SAP (MM module) is an advantage
• Strong ability to work under pressure and manage multiple tasks within tight deadlines
• Proactive with the ability to initiate, coordinate, and follow through on assignments effectively
• Strong skills in managing time, cost, and quality to ensure operational efficiency
• Good command of English, both written and spoken
• Proficient in Microsoft Office, especially Excel; knowledge of AutoCAD is a plus