AGH- Admin & Workspace Manager- Singapore

Alibaba Group; Singapore; On-site; SGD 180,000 - 240,000; Full time

Job summary

Alibaba Group Singapore is seeking a Facilities Leader to own the end‑to‑end management of our Singapore office, leading a small administrative team and driving operational excellence. You will ensure security, compliance, and efficient daily operations while guiding strategic space planning and capital projects.

The role requires strong Mandarin and English communication, extensive facilities management experience, and a track record of coaching staff and partnering with Finance, HR, and IT to

Qualifications

• Bachelor’s degree in a relevant field.
• Minimum 6 years in facilities management within a large multinational corporation.
• Demonstrated experience coaching and evaluating staff.
• Strong communication and leadership with senior leadership; delegation of execution.

Responsibilities

• Lead and develop a team of administrative staff with clear delegation.
• Oversee daily facilities operations for the Singapore office.
• Manage maintenance programs, safety, and regulatory compliance.
• Direct capital projects with cross‑functional teams of architects and contractors.
• Manage budgets: OPEX and CAPEX with Finance and procurement controls.
• Partner with HR, IT, Finance on cross‑functional support and governance.

Skills

Leadership

Mentoring

Stakeholder engagement

Communication

Data analytics

Cross-functional collaboration

Education

Bachelor’s degree in related field

Facilities Management

Business Administration

Real Estate

Job description

Facilities Leadership & Operational Continuity

• Manage, mentor, and develop a team of 2 administrative staffs, ensuring clear delegation of daily operational tasks, equitable workload distribution, and continuous professional growth.
• Conduct regular performance reviews and foster a high-performance, collaborative team culture.
• Direct all daily operations for the Singapore workspace, guaranteeing a secure, compliant, and highly efficient environment with zero unplanned facility downtime.
• Oversee comprehensive facilities management, including preventative maintenance programs, emergency response protocols, and root-cause analysis for operational issues.
• Manage outsourced service providers and internal facilities staff, ensuring equitable treatment, continuous coaching, and strict adherence to service-level agreements (SLAs).
• Ensure full regulatory compliance, overseeing property insurance policies, building codes, health and safety standards, and the timely filing of corporate and tax documentation with relevant authorities.
• Maintain rigorous asset tracking systems and implement standardized operational ticketing and data retention processes
• Formulate and execute long‑term office space planning strategies aligned with headcount forecasting, business growth trajectories, and lease lifecycle management.
• Lead end‑to‑end renovation and expansion projects: define scope through advanced data collection (surveys, spatial audits, utilization metrics), establish budgets, and manage schedules.
• Direct cross‑functional teams of architects, design professionals, and construction contractors to ensure capital projects are delivered on time, within budget, and to exact quality specifications.
• Conduct market research on industry‑leading space planning methodologies to optimize layouts for collaboration, efficiency, and cost‑effectiveness.

Financial & Budget Management

• Assume full P&L responsibility for the Singapore office’s administrative budget, driving maximum ROI on all expenditures.
• Develop, track, and report on both OPEX (utilities, maintenance, supplies) and CAPEX (capital improvements) budgets in close partnership with the Finance department.
• Execute strategic cost analyses to identify efficiencies, utilizing historical spending patterns and growth factors to develop accurate financial forecasts.
• Manage cross‑Business Unit (BU) chargeback principles, accrual records, and prompt invoice processing to ensure financial accuracy.
• Enforce robust procurement procedures for office inventory, property, and equipment, ensuring alignment with corporate governance and budgetary constraints.
• Lead competitive bidding processes, conducting rigorous cost/benefit analyses to evaluate vendor proposals objectively. Partner with Legal and Finance to review contracts, continuously optimizing vendor portfolios.

Organizational Culture & Stakeholder Engagement

• Work closely with Organizational Culture Lead to develop and implement comprehensive cultural communication plans and activities in alignment with Headquarters and H.R.
• Oversee the logistics and execution of internal and external events designed to elevate employer branding, foster engagement, and attract top‑tier talent, coordinating event execution through your team.
• Establish and enforce organizational standards, measuring outcomes against KPIs to drive continuous improvement in employee satisfaction and internal efficiency.

Data Analytics & Cross-Functional Integration

• Leverage administrative business data extraction, integration, and analysis to inform executive decision‑making and optimize workplace strategies.
• Serve as the primary liaison between the Singapore office and central support functions (Finance, HR, IT, Procurement), independently managing horizontal coordination and vertical execution while guiding your staff in day‑to‑day cross‑depart linteractions.

Job Requirements

Education & Professional Experience

• Bachelor’s degree required; a degree in Facilities Management, Business Administration, Real Estate, or a related discipline is strongly preferred
• Minimum 6 years of progressive in facilities management, corporate real estate, or general services within a large multinational corporation (MNC)
• Demonstrated prior experience in directly managing, coaching, and evaluating staff is essential
• Demonstrated ability to communicate effectively, influence decisions, and build consensus with senior leadership, while efficiently delegating tactical execution to a small team
• Proven capacity to operate independently, balancing high‑level strategic planning with meticulous attention to operational detail and team oversight.
• A demonstrated desire for sustained career growth within a global organization, approaching this mandate as a long‑term leadership opportunity rather than a transitional role.
• Full professional proficiency in Mandarin Chinese (written and spoken) is strictly preferred to facilitate seamless strategic communication with Headquarters in China. English communication skills are equally essential.