Facilities Management Executive (Admin Strategy Support)

Facilities Management Executive (Admin Strategy Support)

Key Responsibilities

Provide day-to-day administrative and secretarial assistance to the FMC Management team to support corporate facilities initiatives.

Schedule and coordinate meetings, draft agendas, distribute meeting materials, and take accurate, detailed minutes of meetings (MoM) for management review.

Log and track key decisions and action items arising from meetings, following up with relevant department owners to ensure timely completion.

Maintain a centralized, well-organized digital and physical filing system for facilities records, compliance documents, and operational reports.

Gather data, update administrative tracking sheets, and assist in formatting reports and PowerPoint presentations for management updates.

Support administrative financial activities, including logging expenditures, preparing purchase requests (PRs/POs), processing invoices, and tracking budget variances.

Assist in typing, formatting, updating, and distributing facilities policies, standard operating procedures (SOPs), and guidelines.

Serve as a reliable point of contact to coordinate communications between internal business units, tenants, and external stakeholders regarding facilities issues.

Update and maintain vendor contact databases, organize contract documents, track expiration dates, and coordinate paperwork for performance reviews.

Assist the team in gathering and organizing documentation, checklists, and safety records ahead of internal and regulatory audits.

Job Requirements

Minimum Diploma or Degree in Business Administration, Facilities Management, Building Services, or an equivalent qualification.

At least 1–2 years of experience in administrative coordination, secretarial support, or facilities administration.

Proven experience drafting formal, structured meeting minutes and managing follow-up actions.

Simple understanding of basic office maintenance, building systems, or facilities operations is an advantage.

Highly proficient in Microsoft Office applications—especially Word, Excel, and PowerPoint.

Strong organizational abilities, high attention to detail, and professional written and verbal communication skills.

Ability to work independently with minimal supervision while effectively supporting senior management in a fast‑paced environment.

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