ADMIN MANAGER

Underground Technology Engineering Construction Pte Ltd; Singapore; On-site; SGD 60,000 - 90,000; Full time

Benefits offered by this job

Senior management exposure

Cross‑functional exposure

Major projects exposure

Process improvement opportunities

Job summary

Underground Technology Engineering Construction Pte Ltd is seeking a capable Corporate Administration & Compliance professional to manage the Singapore head office, secretarial tasks, BCA registrations and ISO/GGBS programs. You will coordinate across project sites, JV partners and management, ensuring smooth operations and strict records management.

The role requires 5–8 years of relevant experience in administration or corporate services, with familiarity in Singapore construction regulatory

Qualifications

• Diploma or degree in Business Administration or related discipline.
• 5–8 years of relevant administration, operations or corporate services experience.
• Experience in Singapore construction/engineering industry is advantageous.
• Familiarity with BCA/CRS registration and contractor licensing is preferred.
• Experience coordinating ISO audits or management systems is a plus.
• Experience with corporate documentation and records management.

Responsibilities

• Oversee day‑to‑day administrative operations at the Singapore head office.
• Establish and improve internal administrative procedures and workflows.
• Coordinate matters between head office, project sites and management.
• Supervise administrative staff and ensure proper records and filing.
• Prepare internal notices, reports, letters and other documents.
• Monitor deadlines, action items and confidential information.
• Liaise with consultants, suppliers, landlords and external parties.
• Coordinate corporate secretarial matters with appointed firm.
• Maintain statutory registers and corporate records.
• Coordinate board and approvals documentation.
• Assist with RORC/ROND/RONS where applicable.
• Monitor compliance deadlines and signing of documents.
• Liaise with BCA/CRS registrations and related documentation.
• Coordinate ISO/GGBS certification activities and audits.
• Provide support to project and JV administration.
• Coordinate overseas deployment and business travel arrangements.
• Oversee IT, systems, cybersecurity coordination and office tech.
• Maintain asset registers and office facilities management.
• Manage procurement, vendor relations and payments.
• Support internal controls and management reporting.
• Assist with corporate events and confidential matters.

Skills

Administration

Coordination

Communication

Microsoft Office

Documentation

Project support

Compliance awareness

Education

Diploma or Degree in Business Administration or related field

Tools

MS Office

Job description

Responsibilities

1. Corporate Administration & Office Operations

• Oversee the day-to-day administrative operations of the Singapore head office.

• Establish, maintain and improve internal administrative procedures and workflows.

• Coordinate administrative matters between head office, project sites and management.

• 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.

• Coordinate documentation relating toCW02 registrationand support the company'sCW02 Grade A2registration, renewal and upgrading process.

• 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.

• Support major infrastructure, tunnelling, underground construction, pipe-jacking and maintenance projects.

6. Overseas Deployment & Business Travel

• Coordinate administrative arrangements for employees deployed to overseas projects.

• 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.

• Familiarity withBCA / CRS registration and contractor licensing requirementsis strongly preferred.

• Experience coordinatingISO audits, GGBS or other management system certificationswill be an advantage.

• 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.

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.