Administration Specialist

GENSCRIPT BIOTECH (SINGAPORE) PTE. LTD.; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

GENSCRIPT BIOTECH (SINGAPORE) PTE. LTD. is seeking an Admin Specialist to oversee daily administrative operations in our Singapore office and support employees with a professional front desk experience.

You will manage front desk, office supplies, travel coordination, event support, vendor interactions, and documentation while maintaining efficient workplace operations and a positive, service-oriented environment.

Qualifications

• Bachelor's degree in Business Administration or related field.
• Minimum 2 years of experience in office administration or workplace operations.
• Experience in front desk, office management, events, and vendor management preferred.
• Excellent written and verbal communication in English and Chinese.

Responsibilities

• Provide front desk and reception services; respond to employee and visitor inquiries.
• Coordinate visitor registration and access arrangements; maintain a professional office environment.
• Manage office supplies, procurement, pantry supplies, and vendor services.
• Coordinate travel arrangements, hotel bookings, and travel support documentation.
• Support planning and execution of company events and office activities; manage budgets.

Skills

Front desk ops

Vendor management

Event coordination

Office operations

Multitasking

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

ERP systems

Job description

Position Summary

The Admin Specialist is responsible for the daily administrative operations and employee support services of the Singapore office. This role ensures efficient front desk management, workplace operations, office services, visitor reception, office supply management, travel coordination, event support, and administrative expense processing. The position plays an important role in maintaining a professional workplace environment and delivering a positive employee and visitor experience.

Key Responsibilities

1. Front Desk & Reception Services

• Provide daily administrative support and respond to employee and visitor inquiries.
• Coordinate visitor registration, access arrangements, and reception activities.
• Maintain reception areas and ensure a professional office environment.
• Manage visitor access cards and reception logistics.

2. Workplace & Office Operations

• Manage front desk operations, including visitor reception, telephone handling, and mail/courier distribution.
• Coordinate with property management and building service providers on office-related matters.
• Manage meeting room operations and workspace arrangements.
• Oversee office facilities, equipment maintenance, repairs, and preventive maintenance schedules.
• Coordinate office environment enhancements, including plants, common areas, and workplace experience initiatives.
• Support company seals, business cards, and administrative documentation management.

3. Office Supplies & Pantry Management

• Manage office supply procurement, inventory control, and replenishment.
• Coordinate purchase and distribution of office equipment and consumables.
• Manage pantry supplies, beverages, snacks, and related vendor services.
• Monitor inventory levels and optimize purchasing efficiency and costs.
• Ensure pantry and common areas remain organized and well maintained.

4. Visitor & Travel Coordination

• Coordinate local and overseas visitor arrangements and reception activities.
• Support executive visits, business meetings, and site tours.
• Assist employees with travel-related administrative support, including hotel and transportation arrangements.
• Manage preferred hotel partners and travel-related resources.
• Prepare business invitation letters and travel support documentation when required.

5. Employee Activities & Event Support

• Support planning and execution of company events and office activities.
• Coordinate vendors, venue arrangements, event logistics, procurement, and onsite support.
• Prepare event communications and attendance records.
• Track event budgets, process payments, and manage reimbursements.
• Support employee experience initiatives and workplace culture programs.

6. Administrative Expense & Vendor Management

• Process invoices, expense claims, payment requests, and vendor settlements.
• Maintain accurate administrative records and documentation.
• Support budget tracking and cost control activities.
• Coordinate with internal stakeholders and vendors to ensure service quality and timely issue resolution.
• Ensure compliance with company policies and administrative procedures.

7. General Administrative Support

• Assist with expatriate accommodation and related administrative arrangements.
• Manage company gifts, inventory records, and distribution activities.

Qualifications

• Support company vehicle administration, parking management, and transportation coordination.
• Support business registrations, licenses, memberships, and corporate documentation updates.
• Maintain administrative processes, knowledge base documentation, and operational records.
• Bachelor's degree or above in Business Administration, Administrative Management, Hospitality Management, Biomedical Sciences, or a related field.
• Minimum 2 years of experience in office administration, workplace operations, or related functions.
• Experience in front desk operations, office management, event coordination, and vendor management is preferred.
• Strong organizational, multitasking, and cross-functional collaboration skills.
• Strong customer service mindset with a proactive and service-oriented approach.
• Ability to work effectively in a fast-paced and dynamic environment while managing multiple priorities.
• Proficient in Microsoft Office applications and other standard office software.
• Excellent written and verbal communication skills in both English and Chinese.