Facility Management #Esy

1. Facilities Security & Access Management • Administer the premises access card system and CCTV controls, including issuance, activation/deactivation, and maintenance of block leave access records. • Respond to office premises security alarms during and outside business hours. • Assist in fire drills, follow fire safety procedures, and ensure compliance with workplace safety guidelines. ________________________________________ 2. Office Maintenance & Premises Upkeep • Manage general office maintenance including monthly cleaning, air conditioning servicing, carpet shampooing, and upkeep of office infrastructure. • Liaise with building management and vendors on maintenance works, including Permit To Work (PTW) applications. • Maintain accurate records of all repairs, maintenance works, and vendor service reports. • Attend to urgent maintenance requirements both within and outside business hours. ________________________________________ 3. Accounts Payable & Financial Administration • Input and verify invoices in the Accounts Payable (AP) system, including correct cost allocation. • Process staff expense claims in accordance with company policy. • Handling petty cash, claims and monthly record. • Support month end activities as required for finance controls. ________________________________________ 4. Procurement & Vendor Management • Source and procure non IT goods and services, including evaluation, assessment, and screening of new suppliers. • Ensure due diligence requirements for all active vendors are properly completed and updated. • Manage onboarding of new vendors and maintain supplier records, contracts, and membership renewals. • Maintain and update the approved suppliers list. ________________________________________ 5. Reception & Front of House Services • Provide full-spectrum reception duties including visitor management, telephone handling, front desk hospitality and company general mailbox monitoring. ________________________________________ 6. Administrative & Business Support • Provide administrative support to teams and senior management including travel arrangements, expense claims, documentation, and logistics coordination. • Assist in organising staff events and internal engagement activities. • Manage the printing of name cards, office forms, and ordering of stationery. • Maintain inventory of office supplies and ensure timely replenishment. • Training and supervising of pantry staff ________________________________________ 7. Governance of Authorised Signatories & Key Register • Manage receipt, updates, and record keeping of Authorised Signatories Booklets from correspondent banks (additions, amendments, deletions). • Maintain and administer the office-wide Key Register. ________________________________________ 8. Meeting Room & Common Area Management • Oversee the upkeep, cleanliness, and functionality of all meeting rooms. • Administer and maintain the meeting room booking system. ________________________________________ 9. Records, Archiving & Confidential Document Destruction • Administer warehouse and archiving processes, including collection, indexing, and retrieval of cartons stored at offsite facilities (e.g., Iron Mountain, CROWN). • Maintain Users Admin list, monitor destruction dates, and perform regular reviews of archived materials. • Conduct on-site checks on archived documents together with the Head of Facility Management. • Coordinate and oversee the destruction of confidential documents in compliance with policy. ________________________________________ 10. Audit, Controls & Compliance Support • Provide support during audits and second-level controls related to Facilities Management Department (FMD) processes. ________________________________________ 11. Project Support – Restacking & Renovation • Assist the Head of Facility Management in workplace restacking, renovation, and reconfiguration projects. • Obtain quotations, perform reviews, support award recommendation, and supervise contractors during site works. Interested candidates, please email your resume to annasee@recruitexpress.com.sg Anna See Sing Yee CEI Reg R25157535 Recruit Express Pte Ltd EA License No: 99C4599 We regret that only shortlisted candidates will be contacted