Administration Specialist / Supervisor / Manager

NOVA-TECH MFG PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

NOVA-TECH MFG PTE. LTD. in Singapore is seeking a Site Administration & Operations professional to manage day-to-day site administration, services, and records across multiple facilities.

You will collaborate with HR, Finance, IT and other teams to ensure compliant, efficient operations, handle vendor relations, budget monitoring, and organize employee-focused services and site events.

Qualifications

• Diploma or Degree in Business Administration, Facilities Management, Office Management or related discipline.
• Relevant experience in administration, office management, facilities or site operations.
• Experience in vendor coordination, budget monitoring, contract administration.
• Experience in manufacturing, engineering, semiconductor or industrial environment is a plus.
• Strong organizational and communication skills with the ability to manage multiple priorities.

Responsibilities

• Site Administration & Workplace Operations: manage day-to-day administration and workplace services for sites.
• Vendor & Contract Management: handle quotations, service coordination, and vendor records.
• Budget & Cost Management: support budgeting and monitor administrative expenses with proper documentation.
• Employee & Workplace Services: coordinate employee-facing services and workplace arrangements.
• HR & Cross-Functional Coordination: align Admin with HR and coordinate with Finance, IT, and others.
• Site Events, Visitors & Compliance Support: arrange visitors, events, audits, and regulatory needs.
• Process Improvement: develop practical admin processes and drive operational efficiency.

Skills

Organizational skills

Coordination

Communication

MS Office

Education

Business Administration degree

Tools

Microsoft Office

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-organized 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 organizational, 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.