Administrative Executive (Facilities Management / Engineering)

Job Description:

• Provide full administrative support to the Head and Deputy Head of FM
• Manage complex calendars, including coordination of cluster meetings, contract reviews, and stakeholder engagements
• Prepare meeting materials, take minutes, and ensure timely tracking and closure of action items
• Draft professional correspondence, reports, and internal communications

• Act as a Centre coordination point across FM teams, clients and subcontractors
• Support organisation of monthly team performance meetings, quality and safety meeting, briefings etc.
• Track follow-ups on operational issues, service gaps, and escalation matters

• Maintain proper documentation and filing within digital platforms (e.g. SharePoint)
• Ensure all FMC records (maintenance regimes, checklists, attendance, reports) are complete and audit-ready
• Support preparation for audits (e.g. internal QA, client audits)
• Monitor compliance with contractual deliverables and reporting requirements

• Consolidate KPI data, service performance reports, and management dashboards
• Track submission timelines for FMC reports, incident reports, and payment-related documentation
• Ensure proper document integrity

• Monitor invoice submissions, payment status, and reconciliation (including guaranteed vs non-guaranteed components)
• Liaise with Finance, FM managers, and subcontractors on billing matters

• Improve document control, reporting workflows, and administrative efficiency
• Assist in standardising templates and operational documentation

Job Requirements:

• Degree or Diploma in Business Administration, Facilities Management, or related discipline
• Minimum 3–5 years of experience supporting senior management
• Prior experience in Facilities Management, engineering, or built environment sector preferred

• Proficient in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook, Power BI)
• Familiarity with CMMS systems (e.g. Facility Bot)
• Basic understanding of IFM contracts, procurement processes, and vendor management
• Experience handling audit documentation and compliance records

• Strong organisational and multitasking capability in a fast-paced IFM environment
• High level of discretion and professionalism
• Strong stakeholder management and communication skills
• Detail-oriented, especially in reporting and compliance tracking
• Proactive and solution-oriented mindset