Facilities And Admin Officer

Job Overview

The Facilities & Admin Officer is responsible for checking and maintaining the overall condition of office facilities and coordinating with third-party vendors and suppliers for maintenance services such as airconditioning, carpet cleaning, and general upkeep. The role also coordinates the day-to-day tasks of the office's maintenance staff to ensure the workplace stays clean, safe, and well-maintained through routine inspections and scheduled quarterly preventive maintenance.

Key Responsibilities

Facility Inspection & Upkeep

• Conduct regular inspections of the office to check the condition of facilities, fixtures, furniture, lighting, aircon units, plumbing, and overall cleanliness.
• Identify maintenance issues, damages, or safety concerns and arrange for repair or resolution.
• Maintain a logbook or tracker of facility issues and monitor until completed.
• Ensure the workplace complies with basic health, safety, and sanitation standards.
  
  

• Coordinate and assign daily tasks to two (2) maintenance personnel.
• Monitor the work quality and productivity of the maintenance staff.
• Ensure maintenance tasks are completed properly and on time.
• Help organize work schedules to cover the office's maintenance needs.
  
  

• Coordinate with accredited vendors and suppliers (aircon, carpet cleaning, pest control, janitorial, electrical, plumbing, and general repairs).
• Schedule and oversee quarterly preventive maintenance for aircon, carpets, and other office facilities.
• Monitor vendor visits and check completed work to ensure quality and completion.
• Canvass and compare quotations, assist in negotiating rates, and help process service contracts and renewals.
• Maintain an updated directory of vendors with contact details and service history.
• Maintain vendor and supplier contracts in an organized manner.
  
  

• Supplier/Service/Vendor Contracts
• Draft, review, and maintain service contracts, SLAs related to facilities and administrative operations (e.g. janitorial, equipment maintenance, and office lease agreements if applicable).
• Track contract timelines, renewals, and compliance requirements to ensure uninterrupted service delivery.
• Coordinate with vendors and the Legal retainer (by need basis), for contract revisions, endorsements and sign offs.
• Office Permits and Licenses
• Secure, renew and maintain required office permits and licenses (e.g., business permits, fire safety inspection certificate, sanitation permit, and occupancy certificates).
• Coordinate with local government units and regulatory agencies to ensure timely compliance with statutory requirements.
• Track expiration dates and proactively process renewals to avoid lapses in compliance.
  

• Prepare and maintain a maintenance schedule/calendar, including the quarterly maintenance plan.
• Monitor maintenance-related expenses and process payment requests, invoices, and official receipts.
• Keep records of service contracts, warranties, and maintenance reports.
• Attend to office maintenance requests from staff and coordinate timely action.
• Provide regular updates and reports on facility conditions to the Admin Manager.
  
  

• Bachelor's degree in Engineering, Office Administration, or any related course (or equivalent experience).
• At least 1–2 years of experience in admin, general services, or facilities/maintenance coordination.
• Knowledge of basic facilities and building systems (aircon, electrical, plumbing) is an advantage.
• Good organizational, coordination, and communication skills.
• Able to coordinate with vendors, suppliers, and staff professionally.
• Proficient in Google Workspace (GDocs, GSheets, GMeet, GDrive, GMail).
• Willing to work on-site and do regular facility rounds.
  
  

• Detail-oriented, proactive, and dependable.
• Resourceful and able to handle multiple tasks.
• Service-oriented with good follow-through.