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)