Facilities Administrator, Paya Lebar

What this job involves: Join our dynamic facilities team as a Facilities Administrator, where you'll play a vital role in ensuring seamless daily operations across our client site. This hands-on position is perfect for a meticulous and energetic professional who thrives in a collaborative environment. You'll be the organizational backbone of our facilities operations, managing everything from mailroom services and document systems to event support and vendor coordination. Working closely with both the JLL team and our client, you'll ensure that every detail is handled with precision, contributing directly to an exceptional workplace experience. If you're tech-savvy, detail-oriented, and passionate about facilities management, this is your opportunity to make a tangible impact every day. What your day-to-day will look like: Own mailroom operations
by managing all incoming and outgoing mail, ensuring timely and accurate distribution, maintaining consumables inventory, and performing data entry to track delivery systems.
Maintain comprehensive documentation systems
by organizing and filing facility-related documents both physically and digitally, ensuring easy retrieval and proper storage management across the site.
Support facilities operations
through regular site walk-throughs, assisting with cleaning inspections and zoning, coordinating Preventive Planned Maintenance (PPM) scheduling, and managing ad-hoc repair requests via the facilities helpdesk.
Provide hands-on event support
by partnering with client teams to set up meeting rooms and events, ensuring all arrangements meet requirements and creating a seamless experience for attendees.
Manage stationery and supplies
by overseeing procurement, storage, and distribution of office supplies, maintaining accurate inventory levels, and implementing efficient storage solutions to maximize space utilization.
Engage directly with clients and vendors
by responding promptly to requests via email and in-person, coordinating with landlords and service providers, and maintaining professional communication throughout all interactions.
Contribute to facilities reporting
by helping prepare and submit FM-related reports, supporting utilities reporting, and maintaining accurate records of all facilities activities and inventory.
Required Qualifications: Facilities management background
with proven experience in facilities operations, mailroom management, or related administrative support roles within a corporate or real estate environment.
Exceptional attention to detail and organizational skills
with demonstrated ability to maintain meticulous records, manage multiple inventory systems, and ensure nothing falls through the cracks.
Strong written and verbal communication skills
with the ability to compose professional emails, engage confidently with clients and vendors, and clearly articulate information to diverse stakeholders.
Technical proficiency
with demonstrated comfort using facilities management platforms, document management systems, data entry tools, and standard office software applications.
Full-time onsite availability
with commitment to being physically present at the client site daily to manage hands-on operational responsibilities.
Responsive and proactive work style
with strong problem-solving abilities, capacity to work independently while being an effective team player, and willingness to step in wherever support is needed.
Preferred Qualifications: Formal education or certification in facilities management, building services, or related field.
Previous experience working in a client-facing facilities or property management role with exposure to corporate office environments.
Familiarity with Preventive Planned Maintenance (PPM) scheduling systems and coordination of maintenance activities.
Experience with event coordination or meeting room management services.
Knowledge of vendor management processes and service level agreement (SLA) monitoring.
High energy and enthusiasm for hands-on operational work with ability to maintain a positive attitude in a fast-paced environment.
Demonstrated ability to quickly learn new systems and adapt to client-specific requirements and procedures.