Administration Manager

BHASKAR'S ARTS ACADEMY LTD; Singapore; On-site; SGD 54,000 - 82,000; Full time

Job summary

BHASKAR'S ARTS ACADEMY LTD in Singapore seeks an Administration Manager to oversee office operations, facilities, finance coordination, and HR administrative support, ensuring smooth day-to-day activities and compliance.

You will manage studio bookings, internal calendars, inventory and assets, vendor liaison, and front counter operations, while coordinating project timelines and supporting events and donor administration as needed.

Qualifications

• Experience in office administration and operations.

Responsibilities

• Office Administration & Pantry Management: oversee daily operational requirements and pantry supplies.
• Facilities & Infrastructure Management: manage facilities, maintenance, security, and infrastructure.
• Studio Booking Administration: handle booking system and scheduling processes.
• Internal Calendar & Staff Movement Coordination: maintain calendars; track staff movements and travel.
• Human Resource Administration: support HR records, onboarding, and policy implementation.
• Project Timeline Monitoring: track timelines and reporting for audits, grants, and milestones.
• Front Counter Operations: manage fee collection, receipts, and customer service.
• Inventory & Asset Management: maintain inventory and fixed assets; asset tagging and reporting.
• Database Management: administer donor management system and generate donor reports.

Job description

Position Summary

The Administration Manager is responsible for managing the organization's administrative, facilities, finance coordination and operational support functions. This role ensures the smooth day-to-day running of office operations, maintains efficient administrative systems, supports HR administration, manages facilities and assets, coordinates internal communications, and monitors key project timelines. The Administration Manager serves as a key point of contact for staff, vendors, and external stakeholders, ensuring effective service delivery and organizational compliance.

Key Responsibilities

1. Office Administration & Pantry Management

• Manage office administration and daily operational requirements.
• Oversee office pantry supplies, consumables, and inventory levels.
• Conduct regular stock-taking and ensure timely replenishment of supplies.
• Liaise with vendors and suppliers to maintain adequate inventory and cost-effective procurement.
• Ensure office facilities are clean, organized, and conducive to productivity.

2. Facilities & Infrastructure Management

• Manage office facilities, maintenance, repairs, security, and infrastructure requirements.
• Manage all venue spaces and events/activities held at the spaces

• Coordinate with building management, contractors, and service providers on maintenance and improvement works.
• Ensure workplace health, safety, and compliance requirements are met.
• Monitor the condition of office equipment, furniture, and facilities and arrange preventive maintenance where necessary.

3. Studio Booking Administration

• Manage the studio booking system and scheduling processes.
• Coordinate booking requests from internal and external users.
• Ensure optimal utilization of studio spaces and facilities.
• Maintain booking records and handle scheduling conflicts professionally and efficiently.

4. Internal Calendar & Staff Movement Coordination

• Maintain and update the internal calendars.
• Track and communicate staff movements, leave schedules, business travel, and key organizational events.
• Ensure accurate and timely updates to facilitate operational planning and coordination across teams.

5. Human Resource Administration

• Provide administrative support for HR-related functions.
• Manage employee records, onboarding documentation, and personnel files.
• Support leave administration, staff communications, and HR policy implementation.
• Coordinate training schedules, staff welfare initiatives, and administrative requirements related to human resources.
• Assist in ensuring compliance with employment regulations and organizational policies.

6. Project Timeline Monitoring

• Monitor administrative and project timelines relating to BAA initiatives.

• Track deadlines and requirements associated with audits, grants and reporting obligations.
• Coordinate with project stakeholders to ensure timely submission of documentation and reports.
• Maintain records and provide status updates on key financial and project milestones.
• Support budget monitoring and financial administration activities.

7. Front Counter Operations

• Manage fee collection processes at the front counter.
• Issue receipts and maintain accurate records of payments received.
• Ensure proper reconciliation and reporting of collected fees.
• Provide professional customer service to visitors, clients, and stakeholders.
• Handle administrative enquiries and direct requests to the appropriate personnel.

8. Inventory & Asset Management

• Maintain accurate records of organizational inventory and fixed assets.
• Oversee stock-taking exercises and asset verification processes.
• Ensure proper asset coding, tagging, and labelling of equipment and resources.
• Track asset allocation, movement, maintenance, and disposal.
• Generate inventory and asset reports as required.

9. Database Management

• Administer and maintain the donor management system.
• Ensure donor information is accurate, updated, and securely maintained.
• Generate donor reports and support fundraising administration activities.
• Coordinate and send monthly electronic direct mail (eDM) communications to donors.
• Support donor engagement initiatives and ensure timely follow-up with donor enquiries.

10. Other organisational and operational support
- Assist with on-site operations before, during events and post-events, such as registration, guest handling and general event support after working hours and on weekends as required.