Facilities Management Executive; Admin Strategy

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.

• 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.