ADMINISTRATOR MANGER

Sth Traders; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Sth Traders is seeking an Administration Manager to oversee the company’s administrative operations and ensure smooth daily business activities in Singapore. The role includes HR support, procurement coordination, facilities management, and robust documentation processes.

You will supervise administrative staff, implement policies, manage budgets, and coordinate across departments to maintain efficiency and compliance with company standards.

Responsibilities

• Oversee and manage the company's daily administrative operations.
• Develop, implement, and maintain administrative policies, procedures, and systems.
• Ensure smooth coordination of administrative activities across all departments.
• Monitor office operations and identify opportunities to improve efficiency.
• Handle administrative matters and provide support to management when required.
• Supervise and manage the administrative team to ensure effective daily operations.
• Assign responsibilities, monitor performance, and provide guidance to administrative staff.
• Coordinate staff attendance, leave records, and administrative matters.
• Support recruitment, onboarding, and staff documentation processes.
• Maintain a professional and productive working environment.
• Maintain employee records, employment contracts, and personnel files.
• Coordinate staff onboarding, orientation, and resignation procedures.
• Assist in payroll administration, attendance tracking, and leave management.
• Ensure proper documentation of work permits, employment passes, and other relevant records.
• Liaise with HR personnel and relevant authorities on employment-related matters where required.
• Oversee the purchasing of office supplies, equipment, and general administrative materials.
• Coordinate with suppliers and service providers to obtain quotations and manage purchases.
• Monitor inventory levels and ensure adequate stock availability.
• Review purchasing expenses and identify cost‑saving opportunities.
• Ensure procurement activities follow company policies and approval procedures.
• Assist in preparing and monitoring departmental administrative budgets.
• Monitor office expenses and control administrative costs.
• Coordinate invoices, payment records, petty cash, and expense claims.
• Liaise with the finance and accounting departments on administrative financial matters.
• Maintain accurate financial and administrative records.
• Oversee office facilities, maintenance, cleaning, security, and general upkeep.
• Coordinate repairs, servicing, and maintenance of office equipment.
• Ensure the workplace is organised, safe, and properly maintained.
• Coordinate with building management, contractors, and external service providers.
• Monitor utilities and other operational expenses.
• Ensure proper filing, record‑keeping, and document management systems.
• Prepare administrative reports, correspondence, and management documents.
• Ensure company administrative procedures comply with relevant laws and regulations.
• Maintain confidentiality of company information and employee records.
• Monitor the renewal of licences, permits, contracts, and other official documents.
• Coordinate administrative support for operations, finance, HR, marketing, and other departments.
• Facilitate communication between management, employees, suppliers, and external parties.
• Support company meetings, events, and internal activities.

Job description

The Administration Manager is responsible for overseeing and managing the company's overall administrative operations to ensure smooth, efficient, and effective daily business activities. The role involves managing office administration, human resources support, procurement coordination, facilities management, documentation, and administrative staff to ensure compliance with company policies and operational requirements.

Key Roles and Responsibilities

1. General Administration Management

• Oversee and manage the company's daily administrative operations.
• Develop, implement, and maintain administrative policies, procedures, and systems.
• Ensure smooth coordination of administrative activities across all departments.
• Monitor office operations and identify opportunities to improve efficiency.
• Handle administrative matters and provide support to management when required.

2. Staff Supervision and Management

• Supervise and manage the administrative team to ensure effective daily operations.
• Assign responsibilities, monitor performance, and provide guidance to administrative staff.
• Coordinate staff attendance, leave records, and administrative matters.
• Support recruitment, onboarding, and staff documentation processes.
• Maintain a professional and productive working environment.

3. Human Resources and Personnel Administration

• Maintain employee records, employment contracts, and personnel files.
• Coordinate staff onboarding, orientation, and resignation procedures.
• Assist in payroll administration, attendance tracking, and leave management.
• Ensure proper documentation of work permits, employment passes, and other relevant records.
• Liaise with HR personnel and relevant authorities on employment-related matters where required.

4. Procurement and Inventory Management

• Oversee the purchasing of office supplies, equipment, and general administrative materials.
• Coordinate with suppliers and service providers to obtain quotations and manage purchases.
• Monitor inventory levels and ensure adequate stock availability.
• Review purchasing expenses and identify cost‑saving opportunities.
• Ensure procurement activities follow company policies and approval procedures.

5. Financial and Budget Administration

• Assist in preparing and monitoring departmental administrative budgets.
• Monitor office expenses and control administrative costs.
• Coordinate invoices, payment records, petty cash, and expense claims.
• Liaise with the finance and accounting departments on administrative financial matters.
• Maintain accurate financial and administrative records.

6. Facilities and Office Management

• Oversee office facilities, maintenance, cleaning, security, and general upkeep.
• Coordinate repairs, servicing, and maintenance of office equipment.
• Ensure the workplace is organised, safe, and properly maintained.
• Coordinate with building management, contractors, and external service providers.
• Monitor utilities and other operational expenses.

7. Documentation and Compliance

• Ensure proper filing, record‑keeping, and document management systems.
• Prepare administrative reports, correspondence, and management documents.
• Ensure company administrative procedures comply with relevant laws and regulations.
• Maintain confidentiality of company information and employee records.
• Monitor the renewal of licences, permits, contracts, and other official documents.

8. Interdepartmental Coordination

• Coordinate administrative support for operations, finance, HR, marketing, and other departments.
• Facilitate communication between management, employees, suppliers, and external parties.
• Support company meetings, events, and internal activities.