Administration Manager

GH ENGINEERING PTE LTD; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading engineering firm in Singapore is seeking an office management professional to oversee daily operations and manage facilities. The successful candidate will be responsible for ensuring compliance with safety standards, providing administrative support to senior management, and managing office procurement activities. Strong organizational skills and experience in administration are required. The position involves external liaising and budget management, making it critical for maintaining efficient operations within the company.

Qualifications

• Experience in office administration and operations management.
• Strong communication and interpersonal skills.
• Ability to handle confidential information responsibly.

Responsibilities

• Oversee day-to-day office administration and operations.
• Manage office facilities and ensure compliance with safety standards.
• Provide administrative support to senior management and manage staff resources.
• Act as the main point of contact for external parties and liaise with government agencies.
• Prepare and manage administration budget while implementing cost-control measures.
• Ensure compliance with company policies and identify potential administrative risks.

Job description

1. Office & Facilities Management

• Oversee day-to-day office administration and operations

• Manage office facilities, including buildings, common areas, equipment, dormitories, and open spaces (if applicable)

• Liaise with landlords, property management companies, vendors, and service providers

• Ensure office premises comply with safety, cleanliness, and regulatory standards

2. Administrative Operations

• Develop and implement administrative policies, procedures, and systems

• Maintain proper documentation, filing systems, and company records

• Handle procurement of office supplies and assets; monitor inventory

• Manage contracts, service agreements, and renewals

3. Management Support

• Provide administrative and logistical support to senior management / directors

• Coordinate meetings, schedules, and internal communications

• Assist management in handling confidential and sensitive matters

4. Staff & Resource Coordination

• Supervise and guide administrative staff (if applicable)

• Coordinate company accommodation, transportation, and staff facilities

• Support onboarding and offboarding logistics in coordination with HR

5. External Liaison & Communication

• Act as the main point of contact for external parties (vendors, authorities, building management)

• Handle correspondence with government agencies when required (e.g. MOM, town councils, service providers)

6. Budget & Cost Control

• Prepare and manage the administration budget

• Monitor expenses and implement cost-control measures

• Review vendor quotations and recommend cost-effective solutions

7. Compliance & Risk Management

• Ensure compliance with company policies and applicable regulations

• Identify administrative risks and propose preventive measures

• Support internal audits and management reviews when required