Total 8 database administrator job vacancies in Maintenance / Repair category in D14 Geylang, Eunos

Facilities Finance Administrator

Work Dynamics - Integrated Facilities Management

We are seeking a detail-oriented Facilities Finance Administrator to support our facilities management team with financial processes, budgeting, and reporting. The ideal candidate will have strong analytical skills, attention to detail, and the ability to manage multiple financial tasks efficiently.

Key Responsibilities:

Financial Processing:

• Process invoices and expense reports for facilities-related costs
• Reconcile accounts and resolve discrepancies
• Manage purchase orders and track spending against budgets
• Assist with month-end and year-end financial closing processes

Budgeting and Forecasting:

• Support the development of annual facilities budgets
• Assist in creating financial forecasts and projections
• Track actual spending against budgeted amounts
• Identify and report on budget variances

Reporting and Analysis:

• Prepare regular financial reports for facilities management
• Analyze financial data to identify trends and opportunities for cost savings
• Create ad-hoc reports as requested by management
• Maintain accurate financial records and documentation

Vendor Management:

• Process vendor payments and manage vendor relationships
• Maintain vendor contracts and ensure compliance with financial terms
• Assist in negotiating prices and terms with suppliers

Cost Control:

• Implement and maintain cost control measures
• Identify areas for potential cost savings and efficiency improvements
• Support initiatives to optimize facilities-related expenses

Compliance and Auditing:

• Ensure compliance with company financial policies and procedures
• Assist with internal and external audits related to facilities finances
• Maintain accurate and up-to-date financial documentation

System Management:

• Manage financial data in facilities management and accounting systems
• Ensure data accuracy and integrity across all systems
• Assist in implementing and improving financial processes and systems

Qualifications:

• Diploma in Finance, Accounting, or related field
• 2-4 years of experience in financial administration, preferably in facilities management
• Strong proficiency in Microsoft Excel and financial management software
• Knowledge of accounting principles and financial reporting
• Excellent analytical and problem-solving skills
• Strong attention to detail and accuracy
• Good communication skills, both written and verbal
• Ability to manage multiple tasks and meet deadlines
• Understanding of facilities management processes (preferred)
• Experience with ERP systems (e.g., SAP, Oracle, Tradeshift) is a plus

The ideal candidate will be a highly organized and analytical professional with a strong financial background. They should be comfortable working with numbers, have excellent problem-solving skills, and be able to communicate financial information effectively to non-financial stakeholders in the facilities management team.

KEY RESPONSIBILITIES:

Facilities Operations:

• Oversee the maintenance and repair of building systems, such as HVAC, plumbing, lighting, and security.
• Monitor office conditions and address issues related to cleanliness, functionality, and employee comfort.
• Respond promptly to facility-related requests and track resolution timelines.

Health, Safety, and Environment (HSE):

• Ensure compliance with all HSE regulations, guidelines, and internal policies.
• Conduct regular health and safety audits, risk assessments, and inspections.
• Maintain emergency response plans, including fire drills, evacuation procedures, and first aid readiness.
• Maintain proper documentation of incidents and resolutions.
• Support the environmentally sustainable practices, such as recycling programs and energy-saving initiatives.

Procurement and Vendor Management:

• Handle procurement of office supplies, furniture, equipment, and other facility-related resources.
• Evaluate, select, and negotiate with vendors to obtain the best value for goods and services.
• Monitor inventory levels and reorder supplies as needed to avoid disruptions.
• Maintain records of all procurement activities, contracts, and vendor performance.
• Ensure compliance with procurement policies and budget constraints.
• Collaborate with internal departments to source specialized materials or services for projects.

Technology and Software Usage:

• Utilize facilities management software (e.g., Corrigo, OnSite, EcoXtructure, PME, Security Expert, etc) to schedule and track maintenance tasks, monitor equipment, and manage facility requests.
• Leverage procurement and budgeting software to streamline purchasing processes and maintain records.
• Generate and analyze reports to improve facilities and procurement operations, providing actionable insights.

Space Management and Planning:

• Assist with office space planning, including seating arrangements and shared area usage.
• Coordinate office moves, expansions, or reconfigurations with minimal disruption.
• Monitor usage of shared resources, such as meeting rooms and parking spaces, to ensure efficiency.

Administrative and Financial Management:

• Process invoices, track expenses, and ensure adherence to the facilities budget.
• Support in cost savings initiatives to achieve cost prudence
• Maintain accurate records of facility operations, procurement activities, and safety documentation.
• Prepare and present, if necessary, reports on facility performance, procurement efficiency, and project updates.

Project and Sustainability Initiatives:

• Support facilities-related projects, such as renovations, relocations, or upgrades to building systems.
• Drive sustainability efforts by implementing eco-friendly practices and reducing energy consumption.

QUALIFICATIONS & SKILLS:

Education:

• Diploma in Facilities Management or
• Bachelor’s degree in business administration, facilities management, procurement, or a related field (preferred).

Experience:

• 1-3 years of experience in facilities management, procurement, or office administration.
• Familiar with HSE regulations and procurement policies.

Key Skills:

• Proficiency in facilities management and procurement software.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Budget management and vendor negotiation expertise.
• Analytical and problem-solving capabilities.

Attributes of Ideal Candidate:

• Proactive and Resourceful: Anticipates issues and resolves them effectively.
• Detail-Oriented: Ensures accuracy in record-keeping, compliance tracking, and procurement activities.
• Technologically Adept: Skilled at using modern workplace technology and eager to adopt new tools.
• Strong Interpersonal Skills: Builds positive relationships with employees, vendors, and stakeholders.
• Adaptable: Thrives in a dynamic, fast-paced environment.
• Customer Service-Oriented: Focused on providing a safe, functional, and pleasant workplace.
• Ethical and Transparent: Maintains integrity in procurement and operational practices.
• Sustainability-Focused: Committed to implementing environmentally friendly initiatives.

Performance Metrics:

• Compliance with HSE and procurement policies.
• Timeliness in resolving facility and procurement-related issues.
• Cost savings and budget adherence in procurement activities.
• Employee satisfaction with workplace services and safety measures.
• Vendor performance and compliance with SLAs.
• Successful completion of projects within scope, time, and budget.

Facilities Administrator

Work Dynamics - Integrated Facilities Management

What your day-to-day will look like:

• Maintain leave records
• Liaise with HR on OT claims
• submit IT access requests
• Onboarding of new joiners, offboarding of leavers,
• Liaise with UBS vetting teams on new joiner vetting status
• Request for office & IT access
• Update contract records
• Assist in calendar invites / meeting room reservations / logistics
• Assist in T&E claim submission
• Assist in travel approval requests
• Submit Purchase Order requests to JDE and maintain the PO tracker
• Follow-up with teams on Corrigo work orders
• Review and submit JLL vendor invoices
• Liaise with vendors on invoice submission and payments
• Consolidate vendor invoices for IFM billing (to send to GCS managers for review of IFM bills)
• Prepare GMP, adhoc & project billings to client
• Submit revenue & expense accruals
• Prepare financial report (MMR) with updates from all team leads
• Update Regional finance on IFM invoice payments
• Assist on Corrigo issues - update of work order schedules, onboarding of JLL users & vendors
• Assist on new joiner matters
• Draft, review, and revise contracts
• Negotiate contract terms with clients and vendors
• Ensure all contracts comply with company policies and legal requirements
• Maintain a comprehensive contract database
• Monitor contract deadlines and renewals
• Coordinate with internal departments to gather necessary information
• Prepare reports on contract status and performance
• Assist in resolving contract disputes
• Develop and implement contract management processes

Facilities Administrator

Work Dynamics - Integrated Facilities Management

• Respond to client inquires and concerns (Walk in & Email). Ensure timely and quality service delivery to client. Follow up with user to ensure customer satisfaction
• Create work orders and assigns work orders to technicians, subcontractors, and vendors. Communicate work orders and assists management in resolving problems
• Ensure work orders issued are closed in time with customer satisfaction
• Maintain and check for accuracy on all completed work
• Log helpdesk calls for contractor faults and required improvements
• Responsible for handling incoming and outgoing calls including distribution of any messages.
• General administrative activities and any other duties as assigned by Facilities Management team
• Stock take & Ordering Office Supplies, stationery, printer paper. catering supplies, meeting supplies, event supplies (snacks/drinks), and other ad-hoc as required.
• Provide daily report with daily highlights, issues and incident if any.
• Collate monthly report data (PPT format)

Facilities Administrator

Work Dynamics - Integrated Facilities Management

Key Responsibilities:

Mailroom Operations:

• Manage mail sending and receiving processes, ensuring timely and accurate distribution.
• Oversee and maintain mailroom consumables inventory.
• Implement and maintain efficient mail tracking and delivery systems.

Document and Storage Management:

• Organize and maintain the facilities document management system.
• Ensure proper filing, storage, and retrieval of important facility-related documents.
• Oversee the organization and management of storage facilities.
• Maintain accurate inventory of stored items.
• Implement efficient storage solutions and space utilization strategies.

Stationery Management:

• Manage the procurement, storage, and distribution of office stationery.
• Maintain inventory and reorder supplies as needed.

Facilities Support:

• Assist with cleaning inspections and zoning.
• Help coordinate Preventive Planned Maintenance (PPM) scheduling for various systems and ad-hoc repairs.
• Support the management of the facilities helpdesk.
• Assist with meeting room and event setup services.

Reporting and Coordination:

• Help prepare and submit various FM-related reports.
• Assist in coordinating with vendors and landlords as needed.
• Support the facilities team in utilities reporting.

Facilities Administator

Work Dynamics - Integrated Facilities Management

Reception Job Description:

The reception team provides a critical function within the organization. They are the first point of contact for our guests. These first impressions are key to setting the scene for a positive office human workplace experience, delivering world-class and seamless customer service.

Call Management

• Receiving, fielding and re-directing internal and external calls

Guest Management

• Welcoming all visitors to the office premises.
• Notifying departmental EA’s and/or meeting host of their guest’s arrival
• Coordinating with building lobby and other reception desk
• Coordinating with Dining Services team as and when needed / arranging catering for local meetings / events
• Creating and running daily reports from EMS / Book-It

Conference Room Management

• Proactively managing bookings and resolving meeting room conflicts via EMS /Book-It system
• Liaising with other IT and Global Corporate Services (GCS) functions to ensure meetings run smoothly
• Performing daily room checks of all conference rooms; reporting any issues by creating tickets and monitoring until issues are resolved

Office Premises Knowledge

• Receptionists will need to gain an understanding of so they are able to engage in passing conversation with guests or when fielding questions from callers

Receptionists must become adept at recognizing key business unit leaders and corresponding EAs and learning any preferences in relation to call forwarding or guest greeting, escorting and delivery.

Physical Reception Areas

• Ensuring the reception area is pristine, clean and tidy at all times
• Reporting facilities issues (e.g., broken / worn furniture, blown light bulbs, dirty floors, carpets, walls etc.) immediately. Raising tickets, and following up until these items are resolved
• Ensuring newspapers, magazines and publications are current and neatly displayed
• Ensuring wardrobes are empty of debris, and free and clear to accept guests’ coats and luggage

Facilities Administrator responsibilities:

• Assist with office relocation project
• Assist with the events in the office
• Mail / print services (including stationary inventory management)
• Subscription services
• Courier management
• Physical Records Management
• Facilities Management requests and FM ticket creation and tracking ensuring tickets are actioned and closed
• Pantry services management
• Security requests and monthly access report management
• Expenses and Invoice Management (Finance)
• BMO & cleaning requests, pest control, M&E services

Qualifications:

• Excellent communication skills (both oral and written)
• Proven track record on a busy reception desk with exceptional attention to detail
• Excellent organizational and multi-tasking skills with the ability to prioritize tasks
• Courteous and cooperative
• Able to work independently
• Client-oriented and exceptional customer service skills with the ability to anticipate requests
• Honest and discreet

• Provide administrative support to the Maintenance department.
• Gathering information to complete monthly reports for maintenance.
• Create schedule for Technician.
• Assign and Monitor job assignment, oversee daily operation.
• Ensure work assigment and reports are prepared accurately and in accordance with established timeframes.
• Conduct field visit.
• Administer the maintenance repair and parts for repairs.
• Preparing Quotation for lifts parts.
• Ensure to maintain a good relationship to the clients.
• Good knowledge, Positive attitude and possess good organization skills.
• Coordinating contractor work along with unscheduled work

JOB TITLE : FACILITIES ADMINISTRATOR

Links to: Facilities Manager

WHO ARE WE?

Nexus is an empowering, learning-focused community. We strive to create an honest, open and innovative community with our learners, parents and peers. We believe that we have something unique and special here, we are proud to be different in the way we work; and how we teach and learn.

WHO ARE WE LOOKING FOR?

At Nexus, we do things differently. Each member of staff is valued and recognised as a unique individual collaborating as part of a supportive community, to elevate one another with innovative ideas. Our strategies emerge from the collective positive mindsets of our colleagues. You will experience high levels of ownership and empowerment in your role.

JOB DESCRIPTION

Facilities Administrator is responsible to perform all related paperwork, data report and data management as and when required. Ensure a proper clean, safe and hygiene school environment to the functionality of school. Strong organisational and management skills with high accuracy to look into the details.

ROLE AND RESPONSIBILITIES

• First point of contact for facilities work requests, including all internal requests and requests from facilities rentees
• Interact with staff, clients, suppliers, vendors and visitors
• Oversee administration of the facility’s daily operations, planning schedules and delegating activities among group members
• Assisting the Facilities Manager with renovation projects
• Assisting the Facilities Manager with preparation of tender documents including coordinating with vendors
• Assisting the Facilities Manager with discussions of classroom furniture with teachers and arrange quotations
• Manage the Facilities helpdesk and assign helpdesk tickets to the relevant staff as applicable
• Schedule, facilitate, monitor and/or oversee the maintenance and servicing schedule of planned preventative maintenance (PPM), as well as unforeseen maintenance needs, like electrical, equipment , etc
• Coordinate facilities and building management jobs with vendors like security, cleaning, cafeteria, landscaping, swimming pool maintenance, etc
• Coordinate facilities support for events/social activities by deploying relevant manpower and ensure set-up is done according to the request
• Record meeting minutes with contractors and third party vendors
• Get quotes and estimates for jobs which can’t be executed by internal staff
• Raise Purchase Order Requisition and disseminate the purchase to the relevant requestor
• Monitor and track the renewal/application for all building and maintenance licences as required by the Statutory Boards and Regulatory Bodies (eg. NEA, SLA)
• Maintain proper records for work requests, including supporting evidence for Compliance with all Regulatory Bodies
• Maintain confidentiality in all aspects of the job, including vendor relation, financial matters, etc
• Provide other administrative support, as requested by the Facilities Manager
• To perform any other duties as assigned by the management, stakeholders and reporting manager/link
• Involvement in whole school events and activities as required.

QUALIFICATIONS AND SKILLS

• Minimum Higher College education / Degree / Diploma and or Certificate in Business / Certificate in facilities management or relevant certificates.
• Preferred Minimum 1 year of administrative working experience, candidate without experience but willing to learn will also be considered
• Knowledge in Pivot table
• Knowledge in online and offline Google Workspace – Gmail, Google sheet. Google docs, etc
• Knowledge in Microsoft Office (MS office).
• Knowledge in document processing and bookkeeping.
• Knowledge in basic procurement such as PO, PR, DO and invoice.

Nexus International School (Singapore) is committed to the safety and wellbeing of our children and families. Nexus endorses the Convention on the Rights of the Child, which Singapore ratified on 11 December 2008, and establishes a clear policy and guidelines to protect our learners from maltreatment by any person or persons who come in contact with them in any environment.

Nexus International School (Singapore) is an equal opportunity employer. We respect and seek to empower each individual and value the diverse cultures, perspectives, skills and experiences within our school.

Whilst every effort has been made to explain the main duties and responsibilities, the role may be revised from time to time.

If you are interested in this role, please submit your application to:

https://careers.taylors.edu.my/job-invite/3329/