Administrative Manager

Industrial & Commercial Facilities Management Pte. Ltd.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading facilities management company in Singapore is looking for an experienced Administrative Manager. The role involves overseeing administrative functions, managing procurement, and ensuring effective communication between stakeholders. The ideal candidate should possess excellent organisational skills, attention to detail, and the ability to handle multiple tasks efficiently. This position offers a key opportunity in a fast-paced environment.

Qualifications

• Proven experience in an administrative management role.
• Strong organisational skills with the capability to handle multitasking.
• Ability to communicate effectively with various stakeholders.

Responsibilities

• Oversee and manage key administrative functions.
• Provide day-to-day administrative support.
• Serve as a liaison for administrative matters.
• Ensure accuracy in employee attendance tracking.
• Manage procurement of office supplies and services.
• Prepare and process invoices.

Skills

Attention to detail

Excellent communication skills

Organisational skills

Ability to manage multiple responsibilities

Job description

Overview

We are seeking a highly organised and proactive Administrative Manager to oversee and manage key administrative functions within our organisation. This is a leadership role that requires attention to detail, excellent communication skills and the ability to manage multiple responsibilities in a fast-paced environment.

Responsibilities

• Provide day-to-day administrative support and work closely with Operations team

• Serve as a liaison between stakeholders for administrative matters.

1. HR

• Perform daily check on workers\' attendance and ensure attendance is approved promptly

• Maintain up-to-date employee records and documentation.

• Update new employee’s data into app portal

• Keep track of employee OT

• Monitor and verify employee attendance and working hours.

• Check the daily attendance tracking system and ensure timely submission and accuracy.

• Generate and submit regular reports to management regarding workforce attendance and productivity trends.

• Apply on behalf of employee MC, AL into app portal

2. Operations

• Submission of staff expenses and petty cash claims

• Prepare monthly integrated Facilities Management (IFM) schedule for sites

• Prepare and consolidate inspection reports and supporting documentation for processing of invoices

• Assist with submission of data for sustainability reporting

3. Procurement Oversight

• Manage and coordinate the procurement of office supplies, equipment, and services.

• Develop and maintain relationships with vendors and suppliers.

• Ensure all purchases are cost-effective, timely, and comply with company policies.

• Maintain accurate procurement records and documentation.

4. Finance

• Ensure recurring and adhoc invoices are sent promptly to external customers

• Check invoicing are sent with supporting documents

• Email invoices to external customers and handle any billing enquiries

5. Administrative Leadership

• Develop and implement administrative systems and policies to improve efficiency.

• Maintain and updating of department common drive

• Provide support for audits, reporting, and general compliance as needed.

• Any adhoc duties assigned