Responsible for providing comprehensive administrative, operational, and coordination support to the Facilities Management team (both hard services team & soft services team). The role ensures the effective planning, execution, and governance of workplace initiatives, facilities operations and departmental administration. The incumbent will facilitate stakeholder communication, maintain accurate records and reporting, support procurement and budgeting processes, and ensure compliance with corporate policies and governance requirements to deliver a safe, efficient, and well-managed workplace environment.
Contract Administration
- Maintain and update the contract summary database, ensuring contract details, expiry dates and renewal schedules are accurate and up to date.
- Prepare contract execution forms and supporting documents.
Invoice & Financial Administration
- Coordinate the submission of vendor invoices to Finance and monitor invoice processing status.
- Maintain invoice submission records and supporting documentation to ensure completeness and accuracy.
- Liaise with vendors, Finance and internal stakeholders on invoice-related enquiries and payment status.
- Assist in resolving invoice discrepancies and obtaining support documents when required.
- Prepare periodic reports on invoice submissions, payment status and outstanding items.
- Prepare lease documentation, maintain lease and rental payment trackers, monitor lease payment schedules, and support managers in tracking and collecting rental payments.
Document Management & Governance
- Maintain systematic filing of contracts, purchase orders, invoices, approval records and supporting documents in designated repositories.
- Ensure all approved documents, correspondence and records are properly archived and maintained for governance and audit purposes.
- Maintain accurate electronic records and ensure documents are readily retrievable for operational and audit requirements.
Printing Materials Management
- Maintain printing inventory records and coordinate with vendors on artwork or version updates for forms, booklets, envelopes and other printed materials.
- Obtain, organize and retain the latest approved samples for record keeping and reference.
Meeting Coordination and Office Supplies Administration
- Coordinate meeting room bookings and meeting arrangements.
- Take minutes for internal meetings and maintain meeting records.
- Assist in ordering office stationery and operational consumables.