Administration Manager

GH ENGINEERING PTE LTD; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

GH ENGINEERING PTE LTD is seeking a skilled Office & Facilities Manager to lead day-to-day office administration and oversee facilities across Singapore. You will liaise with landlords, vendors, and service providers while ensuring safety, cleanliness, and regulatory compliance.

The role covers developing administrative policies, managing procurement and contracts, supporting senior management, and coordinating meetings and onboarding/offboarding with HR.

Responsibilities

• 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
• 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
• Provide administrative and logistical support to senior management / directors
• Coordinate meetings, schedules, and internal communications
• Assist management in handling confidential and sensitive matters
• Supervise and guide administrative staff (if applicable)
• Coordinate company accommodation, transportation, and staff facilities
• Support onboarding and offboarding logistics in coordination with HR
• 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)
• Prepare and manage the administration budget
• Monitor expenses and implement cost-control measures
• Review vendor quotations and recommend cost-effective solutions
• Ensure compliance with company policies and applicable regulations
• Identify administrative risks and propose preventive measures
• Support internal audits and management reviews when required

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