Admin Support Executive (up to $4,200)

People Profilers Pte Ltd; Santo Niño 1st; On-site; PHP 1,379,000 - 2,298,000; Full time

Job summary

People Profilers Pte Ltd is seeking an analytical Office & Admin Specialist to manage end-to-end employee services, security, and facilities for a busy corporate environment. You will coordinate onboarding, access control, office operations, and executive support to ensure smooth daily functioning.

The role requires a Diploma or Degree in business admin and 2–4 years of related experience, strong organisational skills, vendor coordination, and a proactive, service-oriented mindset.

Qualifications

• Diploma or Degree in Business Administration or related discipline.
• Minimum 2-4 years of relevant experience in office administration, facilities management, or employee services.
• Proven ability to manage multiple operational areas with strong attention to detail.

Responsibilities

• Manage end-to-end onboarding, offboarding, and transfers for staff and interns.
• Coordinate issuance and recovery of passes, access cards, lanyards, and lockers.
• Ensure timely system access provisioning and deactivation.
• Maintain up-to-date records and trackers to support audit and compliance requirements.
• Administer CorpPass access, including user access setup, modification, and termination.
• Maintain secure and accurate records of access cards, lockers, and system permissions.
• Oversee CCTV and security systems servicing and vendor coordination.
• Support audits, investigations, and security reviews where required.
• Oversee daily office operations to ensure a safe, functional, and well-maintained workplace.
• Manage office facilities, including equipment servicing and maintenance.
• Coordinate with cleaning teams, pantry services, and vendors for daily operations, events and VIP requirements.
• Supervise facilities support staff to ensure service delivery standards.
• Provide reception coverage and visitor management when required.
• Raise and manage purchase requisitions, POs, and blanket POs for admin items.
• Coordinate billing and payment processing with finance teams.
• Support vendor sourcing, quotation comparison, and contract coordination.
• Assist in budget tracking and cost monitoring for administrative functions.
• Manage and monitor administrative ticketing systems for timely responses and closure.
• Support setup of training sessions, meetings, and corporate events.
• Assist senior management meetings with logistics and visitor arrangements.
• Ensure meeting rooms and training facilities are prepared and restored post-usage.
• Perform designated emergency roles (Fire Warden & First Aider) and support drills.
• Promote workplace safety and regulatory compliance.
• Drive office operations improvements and cross-coverage for continuity.

Skills

Multitasking

Attention to detail

Organisational skills

Communication

Problem-solving

Education

Diploma or Degree in Business Administration or related discipline

Tools

Procurement software

Facilities management systems

Ticketing systems

Job description

• MNC in Town area
• 5 days work week, Permanent role
• Salary: up to $4200 with good benefits

Key Responsibilities

Employee Lifecycle Administration

• Manage end-to-end onboarding, offboarding, and employee transfers for staff and interns in accordance with approved workflows.
• Coordinate issuance and recovery of staff passes, access cards, lanyards, locker assignments.
• Ensure system access provisioning and deactivation is performed accurately and in a timely manner.
• Maintain up-to-date records and trackers to support audit and compliance requirements.

Access, Security & Systems Management

• Administer CorpPass access, including user access setup, modification, and termination.
• Maintain secure and accurate records of access cards, lockers, and system permissions.
• Oversee CCTV and security systems servicing and vendor coordination.
• Support audits, investigations, and security reviews where required.

Office Operations & Facilities Management

• Oversee daily office operations to ensure a safe, functional, and well‑maintained workplace.
• Manage office facilities, including equipment (e.g. vending machines), ensuring timely servicing and maintenance.
• Coordinate with cleaning teams, pantry services, and vendors to support daily operations, events, and VIP requirements.
• Supervise facilities support staff to ensure service delivery standards are met.

Reception, Access & Employee Services Support

• Administer employee access requirements such as PSA passes, PSA Vehicle permits, and season parking applications and renewals, ensuring timely processing and accuracy.
• Provide reception coverage where required, including visitor management, call handling, and courier coordination – as a coverer.
• Serve as a key point of contact for employee administrative enquiries and support.

Financial Administration & Vendor Management

• Raise and manage purchase requisitions, service POs, and blanket POs for admin related items in accordance with procurement guidelines.
• Coordinate billing and payment processing with finance teams, ensuring proper documentation and tracking.
• Support vendor sourcing, quotation comparison, and contract coordination.
• Assist in budget tracking and cost monitoring for administrative functions.

Ticketing & Operational Governance

• Manage and monitor administrative ticketing systems to ensure timely response, resolution, and closure of requests.
• Escalate issues proactively and coordinate with relevant stakeholders to maintain service standards.
• Ensure proper documentation and adherence to internal policies and procedures.

Meetings, Events & Executive Support

• Support the setup and coordination of training sessions, meetings, and corporate events.
• Provide administrative support for senior management meetings, including coordination of logistics and visitor arrangements.
• Ensure meeting rooms and training facilities are well‑prepared and restored post‑usage.

Emergency Preparedness & Workplace Safety

• Perform designated emergency response roles (e.g. Fire Warden & First Aider)
• Support fire drills, evacuation exercises, and emergency preparedness planning.
• Promote workplace safety and compliance with relevant regulations.

Continuous Improvement & Team Collaboration

• Support the Admin Manager in driving office operations improvements and process enhancements.
• Provide cross-coverage for administrative functions to ensure continuity of operations.
• Contribute to building a responsive, service‑oriented administrative team.

Requirements

• Diploma or Degree in Business Administration or related discipline.
• Minimum 2-4 years of relevant experience in office administration, facilities management, or employee services.
• Proven ability to manage multiple operational areas with strong attention to detail.
• Experience in vendor coordination, procurement processes, and facilities support will be an advantage.
• Strong organisational, communication, and problem‑solving skills.

All Successful candidates can expect a very competitive remuneration package and a comprehensive range of benefits.