FACILITIES MANAGEMENT EXECUTIVE

Position Overview

The Building Maintenance & Procurement Officer/Executive is responsible for ensuring the smooth upkeep and efficient functioning of the organisation’s training centres, offices, and facilities. This role covers the full spectrum of building maintenance (air-conditioning, lighting, security systems, equipment, and general repairs), vendor management, and procurement. The Officer/Executive will also ensure compliance with workplace safety, fire safety, and other regulatory requirements, while acting as the key liaison with landlords, contractors, and external parties.

Key Responsibilities:

Building & Facilities Maintenance

· Oversee day-to-day maintenance of the training centre, including air-conditioning, lighting, electrical, plumbing, and security systems.

· Plan and schedule regular preventive maintenance to minimise downtime and extend asset life.

· Coordinate with contractors and service providers for repairs, servicing, and ad-hoc works.

· Monitor building systems and respond promptly to breakdowns or emergencies.

· Maintain an up-to-date asset inventory, service records, and maintenance logs.

Compliance & Safety

· Ensure full compliance with fire safety regulations, workplace safety standards, and building code requirements.

· Conduct periodic checks and coordinate fire drills, safety inspections, and rectification works.

· Maintain proper records of certifications, permits, and safety-related documentation

· Liaise with relevant government agencies or authorities (e.g. SCDF, BCA, MOM) as required.

· Act as the company’s point of contact for all landlord-related matters, including lease management, tenancy issues, repairs, and building notices.

Procurement & Vendor Management

· Manage sourcing, evaluation, and selection of vendors and suppliers for goods and services.

· Negotiate pricing, contracts, and service terms to ensure cost-effectiveness and value for money.

· Build and maintain strong relationships with vendors to ensure reliability and accountability.

· Handle purchasing requests across business units and ensure timely delivery of required items.

· Monitor and track procurement budgets to ensure alignment with organisational financial targets.

Operational Support

· Ensure classrooms, training equipment, and facilities are always operational and presentable.

· Support logistics for events, courses, and office requirements as needed.

· Monitor utility consumption (electricity, water, etc.) and recommend efficiency improvements.

· Implement cost-saving initiatives through innovative maintenance and procurement strategies.

Administrative & Reporting

· Prepare reports on maintenance schedules, procurement activities, and cost analysis.

· Ensure procurement and maintenance practices comply with company policies and regulatory requirements.

· Provide recommendations for continuous improvement in facilities management and procurement processes.

Skills & Competencies:

Technical Skills:

· Solid understanding of building maintenance systems (aircon, electrical, plumbing, lighting, security).

· Familiarity with fire safety codes, workplace safety regulations, and facility compliance requirements in Singapore.

· Proficiency in vendor negotiation, procurement processes, and cost control.

· Ability to read and interpret service reports, contracts, and basic building schematics.

· Competent in MS Office (Excel, Word, Outlook); exposure to facility management software is an advantage.

Soft Skills & Mentality:

· Proactive problem solver – anticipates issues before they escalate and acts swiftly.

· Cost-conscious mindset – constantly seeks innovative, practical, and budget-friendly solutions.

· Hands-on attitude – not afraid to roll up sleeves and get things done when required.

· Strong ownership – treats the facility as if it were their own, ensuring things are done right the first time.

· Vendor relationship builder – maintains firm yet professional relationships with external partners.

· Resilient under pressure – stays calm and solutions-driven when faced with emergencies or multiple demands.

· Detail-oriented – ensures nothing slips through the cracks, especially with compliance and safety matters.

· Team player with accountability – supports colleagues and aligns facility functions with organisational needs.

· Continuous improvement mindset – always looking for ways to optimise processes, reduce costs, and improve efficiency.

Key Requirements:

· Diploma or Degree in Facilities Management, Building Services, Procurement, or related field (preferred).

· At least 2–3 years’ experience in building maintenance, facilities management, or procurement.

· Familiarity with regulatory requirements and compliance matters in Singapore.

· Strong vendor negotiation and management skills.

· Good communication, organisational, and reporting abilities.