Administration Specialist / Supervisor / Manager

SMARTT PRECISION MFG PTE LTD.; Singapore; On-site; SGD 40,000 - 70,000; Full time

Job summary

SMARTT PRECISION MFG PTE LTD. is seeking a capable Site Administrator to oversee day-to-day site administration and workplace operations in Singapore.

You will coordinate services, manage vendors, and support HR and cross-functional needs to ensure smooth site functioning. This role requires strong organisational and communication skills, comfort with budgeting and contracts, and the ability to work with multiple departments across East Region/Changi North Crescent and potentially travel to

Qualifications

• Diploma or degree in business administration or related field preferred.
• Experience in administration, office management, facilities, workplace services or site operations.
• Familiarity with vendor coordination, budget monitoring, contract administration and workplace services.

Responsibilities

• Manage day-to-day administration and workplace operations of the sites.
• Coordinate office and workplace services, including common areas and canteen services.
• Ensure administrative matters are followed up and resolved promptly.
• Establish and maintain practical administrative procedures and records.
• Manage relationships with service vendors and evaluate quotations.
• Maintain vendor agreements, renewals, and performance records.
• Monitor site administration budget and expenses with proper documentation.
• Coordinate employee-facing workplace services and address workplace requirements.
• Collaborate with HR, Finance, IT, EHS, and Operations on site needs.
• Coordinate visitor arrangements, site events, audits, inspections, and compliance.
• Develop simple administrative processes to support company growth.

Skills

Organisational skills

Communication skills

Vendor coordination

Budget monitoring

Problem solving

Education

Diploma or Degree in Business Administration

Facilities Management related education

Tools

Microsoft Office

Administrative systems

Job description

Key Responsibilities

Site Administration & Workplace Operations

• Manage the day-to-day administration and workplace operations of the sites.

• Coordinate office and workplace services, including common areas, canteen services, workplace amenities, and general site facilities.

• Ensure administrative matters are followed up and resolved in a timely and effective manner.

• Establish and maintain practical administrative procedures and records to support smooth site operations.

Vendor & Contract Management

• Manage day-to-day relationships with administrative and workplace service vendors.

• Obtain and evaluate quotations, coordinate service arrangements, monitor service quality, and follow up on issues.

• Maintain appropriate records of vendor agreements, service contracts, renewals, and performance.

• Identify opportunities to improve service quality and operational efficiency.

Budget & Cost Management

• Support the preparation and monitoring of the site administration budget.

• Monitor administrative expenses and ensure spending is properly controlled and supported by appropriate documentation.

• Review vendor costs and service arrangements to achieve reasonable value while maintaining required service standards.

Employee & Workplace Services

• Coordinate employee-facing workplace services and administrative facilities.

• Work with relevant departments to address workplace requirements and improve the overall employee experience.

• Support site activities, employee engagement events, meetings, and other workplace arrangements where required.

HR & Cross-Functional Coordination

• Work closely with HR to establish a clear division of responsibilities between Administration and HR.

• Take ownership of administrative matters within the agreed scope following the Admin-HR role alignment.

• Coordinate with Finance, IT, EHS, Operations, and other relevant functions on site administrative requirements.

Site Events, Visitors & Compliance Support

• Coordinate visitor arrangements, meetings, site events, and other administrative activities.

• Provide administrative support for company activities, audits, inspections, and other operational requirements.

• Maintain relevant administrative records and support basic statutory, regulatory, and site compliance requirements within the scope of the role.

Process Improvement

• Develop simple, practical, and reliable administrative processes that can support the Company's growth.

• Identify recurring operational issues and recommend practical improvements.

• Promote a well-organised and professional workplace environment.

Requirements

• Diploma or Degree in Business Administration, Facilities Management, Office Management, or a related discipline is preferred.

• Relevant experience in administration, office management, facilities, workplace services, or site operations.

• Experience in vendor coordination, budget monitoring, contract administration, and workplace services.

• Experience in a manufacturing, engineering, semiconductor, or industrial environment will be an advantage.

• Good organisational, coordination, and follow-up skills.

• Able to manage multiple priorities and work independently with appropriate guidance.

• Strong communication and interpersonal skills with the ability to work effectively with employees, management, vendors, and external parties.

• Proficient in Microsoft Office applications and comfortable working with administrative systems and records.

• A practical, hands-on approach to problem-solving with strong ownership and accountability.

• Willing to work in East Region/Changi North Crescent

• Willingness to travel or undertake occasional business assignments to the Company's other sites/subsidiaries, including Malaysia, based on operational and business requirements.