ADMIN MANAGER

MASE E & C PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Benefits offered by this job

Direct exposure to senior management

Dynamic work environment

Career development opportunities

Job summary

MASE E & C PTE. LTD. seeks an experienced Corporate Administration & Support role to oversee the Singapore office's operations, HR/Finance support, and regulatory compliance for construction and engineering projects.

You will coordinate corporate secretarial matters, BCA registrations, ISO audits, and manage project administration, travel, IT, and facilities, interacting with stakeholders and vendors. Strong coordination and multi-tasking skills are essential.

Qualifications

• Diploma or degree in business administration, corporate services, or related discipline.
• Minimum 5–8 years in administration, corporate services, operations or similar role.
• Experience in Singapore construction or engineering industry is advantageous.
• Experience with corporate secretarial firms and handling corporate documentation.
• Ability to coordinate with senior management, project teams, government agencies, vendors and external service providers.

Responsibilities

• Oversee day-to-day administrative operations of the Singapore office.
• Coordinate corporate secretarial matters with appointed firm and maintain records.
• Manage BCA registration, renewals and licensing requirements.
• Coordinate ISO, GGBS, and other management system audits and certifications.
• Provide admin support to construction, engineering and joint venture projects.
• Coordinate overseas deployment and travel arrangements for staff.
• Coordinate IT, cybersecurity, and asset management with external providers.
• Maintain office facilities, assets, leasing, and vendor management.
• Review vendor invoices and coordinate payments with Finance.
• Support management with information and documentation for decision-making.

Skills

Office administration

Corporate secretarial

Compliance

Project coordination

HR & finance support

Regulatory filings

Education

Diploma/Degree in Business Administration

Tools

Microsoft Office

ERP/Business systems

Job description

About the role

Responsible for the overall administration and corporate support functions of the Singapore office, providing operational, administrative, compliance, project and management support to the company and its Construction & Engineering projects.

The role covers a broad range of responsibilities of office administration including HR and Finance, corporate secretarial matters, regulatory and license applications, project and joint venture administrative support, server and cybersecurity coordination, asset and facilities management, procurement and vendor coordination, audit and certification support, overseas deployment, business travel arrangements, office leasing, commercial insurance administration and internal process management.

The position also acts as a key coordination point between company management, project teams, external consultants, government authorities, auditors, corporate secretarial firms, landlords, vendors, joint venture partners and other external stakeholders.

Key Responsibilities

1. Corporate Administration & Office Operations

• Oversee the day-to-day administrative operations of the Singapore office.
• Establish, maintain and improve internal administrative procedures and workflows.
• Coordinate administrative matters between HR, Finance, project sites and management as a one-stop contact point.
• Supervise and guide administrative and site administrative staff.
• Manage correspondence, documentation, filing and corporate records.
• Prepare internal notices, reports, letters, forms and other administrative documents.
• Monitor management instructions, action items, deadlines and follow-ups.
• Handle confidential corporate and management information.
• Liaise with consultants, suppliers, landlords, service providers and other external parties.

2. Corporate Secretarial & Compliance

• Coordinate corporate secretarial matters with the appointed corporate secretarial firm.
• Coordinate AGM, directors' and shareholders' resolutions and other corporate documentation.
• Maintain corporate records, statutory registers and company information.
• Coordinate board and corporate approval documentation.
• Assist with the Register of Registrable Controllers (RORC), Register of Nominee Directors (ROND) and Register of Nominee Shareholders (RONS), where applicable.
• Monitor statutory filing and corporate compliance deadlines.
• Coordinate execution and signing of corporate documents.
• Follow up with the corporate secretarial firm on outstanding compliance matters.

3. BCA & Contractor Registration

• Manage and coordinate BCA registration, renewal and upgrading requirements.
• Coordinate Contractors Registration System (CRS) matters and supporting documentation.
• Maintain the company's BCA workhead registrations, licences and regulatory certifications.
• Compile financial, manpower, project and technical information required for regulatory submissions.
• Liaise with BCA, consultants and relevant parties on applications and clarifications.
• Monitor registration validity and renewal deadlines.

4. ISO, GGBS & Management Systems

• Coordinate ISO management system audits and certification activities.
• Prepare and organise documentation and evidence for internal and external audits.
• Coordinate with auditors, consultants and relevant departments.
• Track audit findings, observations and corrective actions.
• CoordinateGreen and Gracious Builder Scheme (GGBS)certification and renewal.
• Maintain certification records and monitor audit and renewal deadlines.

5. Project & Joint Venture Administration

• Provide corporate and administrative support to construction, engineering and joint venture projects.
• Coordinate requirements between project sites, head office, management and JV partners.
• Prepare and coordinate project-related corporate documents, letters, forms and submissions.
• Coordinate documentation requested by clients, consultants and JV partners.
• Support project mobilisation and ongoing project administration.
• Coordinate management approvals, authorisations and execution of project and JV documentation.

6. Overseas Deployment & Business Travel

• Coordinate administrative arrangements for employee deployment
• Support visa, work authorisation and immigration-related documentation.
• Arrange flights, accommodation, transportation and travel itineraries.
• Prepare supporting letters and company documents for overseas authorities.
• Coordinate deployment schedules and long-term assignments for engineering personnel.
• Maintain travel and deployment records.

7. IT, Systems & Cybersecurity Coordination

• Coordinate general office IT, network, server and system administration with external IT providers.
• Manage IT vendor relationships and coordinate troubleshooting, maintenance and upgrades.
• Coordinate computers, hardware, software, network infrastructure and system access.
• Manage user accounts, access controls and company system permissions.
• Support the company's internal OA/workflow management system.
• Coordinate cybersecurity, information security, backup and data protection requirements.
• Follow up on system vulnerabilities, security issues and corrective actions.

8. Facilities & Asset Management

• Maintain company asset registers and records for office, IT and other equipment.
• Coordinate asset allocation, transfer, handover, repair, replacement and disposal.
• Oversee office facilities, maintenance and workplace services.
• Liaise with building management and service providers.
• Coordinate cleaning, utilities, telecommunications, maintenance and access arrangements.
• Manage office keys, access cards and workplace access requirements.

9. Procurement & Vendor Management

• Source suppliers and service providers for office and operational requirements.
• Obtain and compare quotations and coordinate internal approvals.
• Manage vendor relationships, contracts and service agreements.
• Monitor vendor performance and resolve service issues.
• Coordinate contractors for repair, maintenance, renovation, dismantling and reinstatement works.

10. Insurance, Leasing & Office Projects

• Coordinate corporate, project, vehicle and business travel insurance matters.
• Liaise with insurance brokers and insurers on renewals, documentation and claims.
• Monitor insurance policy expiry dates and maintain insurance records.
• Coordinate office leasing, renewal and relocation matters.
• Liaise with landlords, property agents and building management.
• Coordinate office renovation, reinstatement, relocation and related contractors.

11. Payment & Expense Administration

• Review vendor invoices and supporting documents.
• Coordinate payment submissions and management approvals.
• Follow up on missing documentation and outstanding payment matters.
• Coordinate recurring office and service-related payments.
• Liaise with Finance regarding administrative expenses and vendor payments.

12. Management Support & Internal Controls

• Provide direct administrative support to senior management.
• Prepare information and documentation for management decision-making.
• Follow up with departments on management instructions and action items.
• Identify administrative risks, upcoming deadlines and compliance requirements.
• Develop and improve administrative procedures, workflows and internal controls.
• Standardise administrative documentation and approval processes.
• Support corporate events, CSR initiatives and employee activities.
• Handle ad-hoc and confidential matters assigned by management.

Requirements

• Diploma or Degree inBusiness Administration, Business Management, Corporate Services, Construction Management or a related discipline.
• Minimum5–8 years of relevant experiencein administration, corporate services, operations or a similar management role.
• Experience in theSingapore construction or engineering industrywill be highly advantageous.
• Experience working with corporate secretarial firms and handling corporate documentation.
• Strong organisational, coordination and follow-up skills.
• Good written and verbal communication skills.
• Proficient in Microsoft Office and general business systems.
• Comfortable coordinating with senior management, project teams, government agencies, consultants, vendors and external service providers.
• Able to handle confidential information with discretion.
• Independent, responsible, detail-oriented and able to manage multiple priorities.
• Hands-on and willing to take ownership of both routine and ad-hoc matters.

We Are Looking For

The ideal candidate is astrong all-rounder who can independently manage corporate administration and coordinate multiple support functions including HR, Finance and Operations.

You should be comfortable working across departments, following up on deadlines, dealing with external parties and solving operational issues without constant supervision. Experience in a construction or engineering environment, particularly involvingBCA, corporate compliance, project administration and management systems, will be a significant advantage.

What We Offer

• A broad and important role with direct exposure to senior management.
• Opportunity to work across corporate, project and operational functions.
• Exposure to major construction, engineering and infrastructure projects.
• A dynamic environment with opportunities to improve and develop company processes.