337 Facilities Coordinator jobs in Singapore

This role involves working on rotating shifts (AM or PM). 5-day work week; Rest days may be scheduled on weekdays.

We are seeking a responsible and service-oriented Facilities Coordinator (Helpdesk) to manage feedback, service requests, and incident reports related to building and facilities operations. This role acts as the first point of contact for users, ensuring timely coordination with the relevant teams to address and resolve issues effectively.

• Operate the facilities helpdesk to receive, log, track, and manage all user feedback, service requests, and issues via phone, email, WhatsApp, Telegram, chatbot, or other platforms.
• Route urgent issues such as faults, defects, breakdowns, and emergencies to the appropriate maintenance staff or contractors.
• Provide regular updates and closure on feedback to users, ensuring clear communication on actions taken and resolution timelines.
• Manage requests and responses related to:
  
  General services and event support
  
  Faults, complaints, and maintenance-related issues
  
  Temporary service adjustments
  
  Emergency incidents and alarm monitoring
• Maintain accurate records of all reported issues in the Computerised Maintenance Management System (CMMS) or equivalent platforms.
• Categorise and prioritise feedback based on service level agreements and urgency.
• Prepare and submit monthly reports on service requests, complaints, incidents, and resolutions.

• Prior experience in helpdesk, customer service, or facilities coordination roles is preferred.
• Good communication and interpersonal skills, with the ability to handle inquiries professionally.
• Able to multitask, stay organised, and manage follow-ups effectively.
• Basic knowledge of building services or facilities operations is an advantage.
• Familiarity with CMMS or other ticketing systems is a plus.

The TP ICAP Group is a world leading provider of market infrastructure.

Our purpose is to provide clients with access to global financial and commodities markets, improving price discovery, liquidity, and distribution of data, through responsible and innovative solutions.

Through our people and technology, we connect clients to superior liquidity and data solutions.

The Group is home to a stable of premium brands. Collectively, TP ICAP is the largest interdealer broker in the world by revenue, the number one Energy & Commodities broker in the world, the world's leading provider of OTC data, and an award winning all-to-all trading platform.

The Group operates from more than 60 offices in 27 countries.  We are 5,300 people strong.  We work as one to achieve our vision of being the world's most trusted, innovative, liquidity and data solutions specialist.

Role Overview

The Facilities Coordinator supports the Facilities Manager in ensuring smooth day-to-day operations of the office. This role focuses on vendor coordination, facilities maintenance, compliance support, and front-of-house service, ensuring a safe, efficient, and welcoming workplace environment for employees and visitors.

Job duties:

1. Facility Operations & Maintenance

• Support the Facilities Manager in liaising with the landlord and contractors for permits, approvals, and building services.
• Conduct daily checks of office facilities and highlight issues for timely resolution.
• Assist in scheduling and coordinating preventive and corrective maintenance works with vendors.
• Support monitoring of mechanical and electrical (M&E) systems (HVAC, electrical, plumbing, fire protection, security systems).
• Maintain proper records of maintenance activities, vendor service reports, and asset inventories.
• Escalate issues promptly to Facilities Manager and ensure follow-up closure.

2. Vendor & Procurement Support

• Assist in coordinating vendor visits, office access, and service delivery.
• Raise purchase orders (POs) and process goods receipt (GR) in accordance with procurement policies.
• Track vendor service reports

3. Compliance & Safety

• Support the Fire Safety Manager (FSM) with fire safety activities, drills, and incident reporting.
• Attend fire alarm activations and escalate as needed with timely reporting.
• Assist in Workplace Safety & Health (WSH) compliance activities.
• Ensure all maintenance and facility activities comply with company standards.

4. Space & Office Services

• Assist in seating plans, desk assignments, and move coordination for staff.
• Oversee general office services, including courier and mail distribution
• Provide back-up reception/front-of-house support when required (visitor registration, calls, visitor greetings).

5. Reporting & Administration

• Support operational reporting, including tracking of maintenance activities and facilities KPIs.
• Perform other ad-hoc duties as assigned by the Facilities Manager.

Requirements:

• Diploma in Facilities Management, Building Services, Engineering, or related discipline preferred.
• 2 years of relevant experience in facilities coordination, office management, or vendor support.
• Basic understanding of building systems (M&E, HVAC, fire protection).
• Knowledge of Singapore regulations (Fire Safety, WSH) is an advantage.
• Proficiency in MS Office
• Strong organizational skills with attention to detail and accuracy.
• Good communication and interpersonal skills; able to work well with internal teams, vendors, and building management.
• Service-oriented mindset with ability to respond promptly to issues.
• Consistently punctual with a well-attended history.
• Willing to work on weekends, where required

Key Responsibilities

We are looking for a proactive and service-oriented individual to manage reception duties and support daily office facilities operations. You will play a key role in ensuring the workplace is welcoming, well-maintained, and compliant with both ISS and client standards.

Reception Duties:

• Full-time management of the front desk and reception area
• Greet guests, handle phone calls, manage meeting room bookings, and serve refreshments

Meetings & Events Support:

• Set up meeting rooms for staff meetings/events
• Move light furniture or supervise vendors for setups
• Assist with basic audio/visual equipment setup

Facilities Management:

• Oversee daily facilities operations: cleaning, maintenance, repairs, and coordination with building management
• Supervise the on-site cleaner and monitor work quality
• Support staff onboarding/offboarding and office desk moves

Administrative Tasks:

• Handle key management, pantry/office supplies ordering, inventory tracking, and invoice processing
• Prepare purchase requisitions and manage related documentation

Health & Safety:

• Act as First Aider and Fire Warden
• Conduct regular office inspections and replenish safety supplies
• Ensure compliance with workplace safety guidelines and procedures

Vendor & Contractor Management:

• Manage vendor performance, schedule site work, source quotations, and issue purchase orders
• Oversee contractor visits, including outside regular hours or on weekends

Incident Reporting:

• Follow client and ISS procedures to report accidents or incidents
• Assist in investigations and the resolution of findings

Other Duties:

• Perform general administrative tasks as required

Requirements

• Minimum 3-5 years' facilities services or customer service experience, preferably in financial services or hotels.
• Service-oriented, able to anticipate customers' requirements & deal effectively with all levels of customers & stakeholders and ensure services are executed in timely and satisfactory manner.
• Excellent organising skill, able to make priorities and attention to details.
• Strong communication skills.
• Good computer skills – MS Word, Excel, PowerPoint.

Location: Pioneer, company transport is provided

Working timing: Mon to Thur: 8am-8pm

Job Scopes:

• Coordinate scheduled maintenance, inspections, and servicing of equipment and utilities.
• Liaise with contractors, vendors, and service providers to ensure quality and timely work completion.
• Respond promptly to facilities-related issues and emergencies to minimize downtime.

• Perform minor repairs and fixes where possible to reduce reliance on external vendors.

• Track and manage all facilities-related costs (maintenance, utilities, repairs, vendor contracts).

• Support Finance in budget planning, forecasting, and cost reporting for facilities operations.

• Ensure compliance with workplace safety, health, and environmental regulations.

• Maintain documentation for inspections, certifications, and compliance audits.

• Support internal and external audits relating to facilities and safety standards.

• Recommend and implement process improvements for facilities management.

• Support sustainability initiatives (energy savings, waste management, recycling).
• Build long-term vendor relationships for cost-effective and reliable services.

Next Step:

Please submit your updated resume in MS Word format by clicking the QUICK APPLY button.

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Facilities Management

• Oversee the daily operations of the manufacturing facility, ensuring safety, cleanliness, and functionality.
• Coordinate scheduled maintenance, inspections, and servicing of equipment and utilities.
• Liaise with contractors, vendors, and service providers to ensure quality and timely work completion.
• Respond promptly to facilities-related issues and emergencies to minimize downtime.
• Perform minor repairs and fixes where possible to reduce reliance on external vendors.

Finance & Cost Management

• Track and manage all facilities-related costs (maintenance, utilities, repairs, vendor contracts).
• Support Finance in budget planning, forecasting, and cost reporting for facilities operations.
• Ensure timely processing of vendor invoices, purchase orders, and payments.
• Identify and implement cost-saving initiatives without compromising safety or quality.

Compliance & Safety

• Ensure compliance with workplace safety, health, and environmental regulations.
• Maintain documentation for inspections, certifications, and compliance audits.
• Support internal and external audits relating to facilities and safety standards.

Continuous Improvement

• Recommend and implement process improvements for facilities management.
• Support sustainability initiatives (energy savings, waste management, recycling).
• Build long-term vendor relationships for cost-effective and reliable services.

• Diploma/Degree in Facilities Management, Engineering, Finance, or related field.
• 3–5 years of experience in facilities management, preferably in manufacturing or industrial settings.
• Strong finance/accounting knowledge to manage cost control and budgeting.
• Hands-on skills for minor repairs and fixes (advantage).
• Familiarity with safety regulations, audits, and compliance standards.
• Strong problem-solving, organizational, and communication skills.
• High sense of ownership, attention to detail, and ability to work under pressure.

Key Result Areas:

•Preparation and data entry of requisitions for supplier and event payments in the iProcurement system

•Set up of new suppliers in iProcurement system

•Obtain quotes from suppliers prior to raising requisition for purchase order in the system

•Provide relief for Client Service and Mailroom team if required

•Order / Maintain office stationery & consumables through iProcurement/Optimum including obtaining quotes for the unlisted products

•Office equipment maintenance and ordering. (ie. water filters, dishwasher, etc)

•Liaise with contractors for site work, eg. maintenance, installations

•Assist with the set up of client and staff meetings/functions as required

•Liaise with MGTI for any IT requirements

•Liaise with building management when required in conjunction with Site Manager

•Ensure regular cleaning inspections are scheduled with the cleaners and building management

•PM Maintenance scheduling and compliance to ensure all PM works are scheduled and executed with the agreed timelines and vendor contracts

•Quality assurance and service verification through tracking and reviewing service reports ensuring accuracy

•Provide access to security technicians for monthly maintenance of the security system

•Update Floor wardens list & co-ordinate training with building management

•Locker Management

•Manage Clear desk policy

•Manage after hours access for functions, e.g. air/con, cleaning etc.

•Actively manage Sydney Smart office space on a daily basis

•Management of Facilities inbox

•Manage the Mailroom Operations to ensure zero loss of documentations, accurate tracking of all incoming and outgoing mails and adherence to approved SOP and compliance requirements

•Ensure optimal staffing levels in the Mailroom and BOH at all times through effective manpower scheduling to mainain uninterrupted operations

•Conduct regular site inspections to check general office condition and inventory levels of stationery/supplies.

•Any other facilities tasks related to smart office as directed by the Site Manager

• Manage general administration tasks including asset tracking, inventory control, and document filing.
• Assist in planning and coordination of staff engagement activities, company events, and CSR programmes.
• Support facility operations such as maintenance tracking, vendor coordination, and incident management.
• Handle SAP-related administrative tasks such as purchase orders, requisitions, and goods receipts, and assist with audit documentation.
• Monitor safety and health compliance, conduct risk assessments, and support WSH activities.

Requirements:

• GCE N Level and above
• At least 2 years of administration or facilities support experience in Logistics industry .
• Proficient in SAP and MS Office applications.

If you are keen to apply for the position, kindly email your detailed resume in MS Word to -

Please note that only shortlisted candidates will be notified.

For more job opportunities, please visit our website at

EA Licence: 19C9701

Registration: R

Job Description:

Facilities Management

• Oversee the daily operations of the manufacturing facility, ensuring safety, cleanliness, and functionality.
  
  Coordinate scheduled maintenance, inspections, and servicing of equipment and utilities.
• Liaise with contractors, vendors, and service providers to ensure quality and timely work completion.
• Respond promptly to facilities-related issues and emergencies to minimize downtime.
• Perform minor repairs and fixes where possible to reduce reliance on external vendors.

Finance & Cost Management

• Track and manage all facilities-related costs (maintenance, utilities, repairs, vendor contracts).
• Support Finance in budget planning, forecasting, and cost reporting for facilities operations.
• Ensure timely processing of vendor invoices, purchase orders, and payments.
• Identify and implement cost-saving initiatives without compromising safety or quality.

Compliance & Safety

• Ensure compliance with workplace safety, health, and environmental regulations.
• Maintain documentation for inspections, certifications, and compliance audits.
• Support internal and external audits relating to facilities and safety standards.

Continuous Improvement

• Recommend and implement process improvements for facilities management.
• Support sustainability initiatives (energy savings, waste management, recycling).
• Build long-term vendor relationships for cost-effective and reliable services.

Job Requirement:

• Diploma/Degree in Facilities Management, Engineering, Finance, or related field.
• 3–5 years of experience in facilities management, preferably in manufacturing or industrial settings.
• Strong finance/accounting knowledge to manage cost control and budgeting.
• Hands-on skills for minor repairs and fixes (advantage).
• Familiarity with safety regulations, audits, and compliance standards

HOW TO APPLY:

Interested applicants, kindly send your resume in MS WORD format or please click on "Apply Now" or or email

We regret only shortlisted candidates will be notified.

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EA License No: 19C9950

EA Personnel: Moy See Meng (Jasmine)

EA Personnel Reg No: R

For nearly 75 years, Charles River employees have worked together to assist in the discovery, development and safe manufacture of new drug therapies. When you join our family, you will have a significant impact on the health and well-being of people across the globe. Whether your background is in life sciences, finance, IT, sales or another area, your skills will play an important role in the work we perform. In return, we'll help you build a career that you can feel passionate about.

POSITION SUMMARY

This role's focus is on the planning, coordinating and resourcing routine equipment and/or facility maintenance activities and projects on-site. He/She ensures the qualification and validation of equipment, facilities, utilities, and processes are carried out in accordance with applicable GMP, GLP and/or ISO 17025 guidelines.

DUTIES AND RESPONSIBILITIES

• Update or monitor the Master Schedule and Equipment Control Database for equipment-related activities to ensure that they are performed according to SOP.
• Schedule, coordinate and supervise periodic maintenance, performed in-house or as arranged with external vendors for repair and calibration of equipment, and critical utilities at Charles River Singapore.
• Manage facility maintenance activities and coordinate with external vendors for facility needs and requirements (For example, Pest Control programmes, biohazard and chemical waste management programmes, etc).
• Maintain preventive maintenance contracts for equipment and facilities for the site and to ensure that contracts are kept in force.
• Manage the installation, maintenance, operation, repair and adjustments made to all equipment and Facilities e.g. (HVAC, pumps, boilers, air handling units, air compressors, etc.).
• Oversee daily operational activities in Facilities and Equipment Calibration. Ensure all reporting staff and or Contractors understand their roles and responsibilities and their tasks are performed in accordance with site procedures.
• Overall management of all external contractor services to include quotations/costs, risk assessments, method statements and work permits in advance of work being carried out.
• Perform matrices reporting such as safety incident report, submit safety matrices and monthly utilities usage for tracking and monitoring.
• Conducts periodic review, harmonisation of SOP for fitness-of-use, optimisation and compliance to appropriate regulations for equipment systems.
• Able to conduct training for various equipment systems being deployed in Charles River Singapore.
• Maintains proper records and documentation of activities that are compliant with good documentation practices, continuous compliance ISO/IEC 17025, cGMP, PIC/S, ISPE Guidelines, WHO Technical Reports, Company global SOPs and other data integrity principles for all activities.
• To work closely with all departments to ensure the operation of a validated environment according to existing QMS and/or other regulatory requirements.
• Performs all functions as tasked with high degree of accuracy and strict adherence to company's quality requirements.
• Reviews aspects/areas for improvement within your own duties/responsibilities and make recommendations to your line manager for your own or team improvements.
• Adheres to Company Policies and Procedures.
• Undertakes any other duty or responsibility, at the request of your manager that may be required within reason within the remit of your role.

General requirements

Maintains confidentiality of all Client information according to internal SOPs, Quality Service Agreements, and regulatory requirements.

• Actively seeks improvement within area of responsibility and takes necessary action to implement such improvements.
• Adheres to Company Policies and Procedures, including Code of Ethics and to Health and Safety requirements.
• Performs all other related duties as assigned.

QUALIFICATIONS:

1. Education: Possesses at minimum, a degree in Engineering, Biomedical Sciences or any related field.

2. Experience:

• Minimum 1 year of relevant experience working in an ISO17025 / GLP / GMP environment is preferred.
• Understanding of IT is expected, related to installation of software, interface of hardware and software and basic administrative controls of Windows (Such as adding user groups) is preferred.

About Microbial Solutions

Our Microbial Solutions business group has a comprehensive portfolio of endotoxin testing, microbial detection and microbial identification products and services is unlike any other, and has been purposefully designed to meet the complex and ever-changing needs of the industry. We help clients to ensure product safety and quality with easy-to-use yet robust testing solutions that satisfy regulatory requirements, support critical decision making and improve operational efficiencies.

About Charles River

Charles River is an early-stage contract research organization (CRO). We have built upon our foundation of laboratory animal medicine and science to develop a diverse portfolio of discovery and safety assessment services, both Good Laboratory Practice (GLP) and non-GLP, to support clients from target identification through preclinical development. Charles River also provides a suite of products and services to support our clients' clinical laboratory testing needs and manufacturing activities. Utilizing this broad portfolio of products and services enables our clients to create a more flexible drug development model, which reduces their costs, enhances their productivity and effectiveness to increase speed to market.

With over 20,000 employees within 110 facilities in over 20 countries around the globe, we are strategically positioned to coordinate worldwide resources and apply multidisciplinary perspectives in resolving our client's unique challenges. Our client base includes global pharmaceutical companies, biotechnology companies, government agencies and hospitals and academic institutions around the world.

At Charles River, we are passionate about our role in improving the quality of people's lives. Our mission, our excellent science and our strong sense of purpose guide us in all that we do, and we approach each day with the knowledge that our work helps to improve the health and well-being of many across the globe. We have proudly worked on 80% of the drugs approved by the U.S. Food and Drug Administration (FDA) in the past five years.

At Charles River Laboratories, we recognize and recruit all talent. We are a company committed to the principle of diversity and inclusion and work daily in this direction.