Office & Admin Specialist

Xianlu Consulting; Santo Niño 1st; On-site; PHP 2,957,000 - 4,436,000; Full time

Job summary

Xianlu Consulting in Singapore is seeking a hands-on Office Operations & HR Specialist to lead end-to-end office operations for our newly established Asia-Pacific hub, supporting recruitment, HR administration and work-pass processing.

You will partner with Guangzhou and Indonesia HQ to align regional standards, manage vendor relations, budgeting and compliance with Singapore safety regulations while ensuring a smooth daily work environment.

Qualifications

• Education: Bachelor’s degree or above.
• Minimum 3 years in office operations or admin-HR roles.
• Bilingual English and Mandarin for cross-border engagement.
• Strong cross-departmental coordination and service mindset.
• Proficient with Microsoft Word, Excel and PowerPoint.

Responsibilities

• Own day-to-day Singapore office operations and facilities.
• Manage vendor contracts, procurement and payments.
• Coordinate cross-border admin with Guangzhou and Indonesia HQ.
• Oversee recruitment processes and local work-pass administration.
• Support onboarding, attendance and HR records.
• Organise team building and employee experience initiatives.

Skills

Office operations

HR administration

Recruitment

Vendor management

Cross-border coordination

Team building

Communication

Education

Bachelor's degree

Tools

Microsoft Word

Excel

PowerPoint

LinkedIn

MyCareersFuture

CRM/ATS

Job description

Job Overview

This is a newly‑established Asia‑Pacific headquarters office in Singapore with an initial headcount of around 20 people. The role is primarily responsible for end‑to‑end office operations in Singapore, together with local recruitment execution, HR administration and work‑pass support. It acts as the key liaison between the Guangzhou & Indonesia headquarters and the Singapore site to ensure smooth and efficient daily operations of the Singapore centre.

Key Responsibilities

1. Office & Vendor Management (Core Responsibility)

1. Take full ownership of day‑to‑day Singapore office operations, including workplace environment management, asset procurement & inventory control, equipment maintenance, visitor reception, courier and mail handling.

2. Serve as the single point‑of‑contact for third‑party vendors (property management, cleaning, maintenance, IT etc.), conduct vendor evaluation, follow‑up on contracts and coordinate payment matters.

3. Drive cross‑regional collaboration with Guangzhou and Indonesia headquarters, handle cross‑border administrative alignment as well as material & document logistics coordination.

4. Prepare office administrative budget for Singapore, implement cost control, and ensure the workplace complies with local Singapore safety‑related regulatory requirements.

2. Recruitment & HR Support (Supporting Function for Small‑team Setup)

1. Recruitment execution: Collaborate with business stakeholders to clarify hiring requirements; manage job posting, resume screening, interview coordination, offer follow‑up and new‑hire onboarding. Maintain local recruitment channels including LinkedIn, MyCareersFuture and recruitment agencies.

2. HR administration: Manage employee onboarding & offboarding, personnel records and attendance administration. Administer EP/SP work‑pass applications, renewals and cancellations to ensure local employment compliance.

3. Employee Experience & Team‑building

Organise team‑building activities, festive celebrations and employee‑care initiatives. Collect employee feedback on administration & logistics matters and drive improvements to workplace experience.

Note: Specialised HR work such as payroll calculation and tax filing will be handled by the headquarters team and isnot within the scope of this role.

Job Requirements

1. Education: Bachelor’s degree or above.

2. Working experience: Minimum 3years of working experience in office operations or combined admin‑HR roles. Hands‑on experience in Singapore‑based office operations, recruitment and work‑pass processing is highly preferred. Basic understanding of Singapore MOM employment regulations and workplace‑safety compliance requirements.

3. Language: Fluent in both English and Mandarin, capable of seamless cross‑border communication and local vendor engagement.

4. Competencies: Strong service mindset, excellent cross‑departmental / cross‑regional communication & coordination skills, good adaptability, meticulous work style and strong sense of responsibility.

5. Software skills: Proficient in Microsoft Word, Excel, PowerPoint and common office collaboration tools.