Facilities and Administration Manager

NEP Singapore, India & MENA; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading organizational entity in Singapore is seeking a talented Office Administration Manager to oversee various administrative functions. This role involves managing office operations, vendor relationships, and corporate travel arrangements while ensuring compliance with policies and optimizing costs. Candidates should possess strong administrative skills, a degree in business administration, and a minimum of 7-8 years of experience, including supervisory roles. This position offers an opportunity to enhance the operational efficiency of a dynamic team.

Qualifications

• Preferably a degree or diploma in business administration or management.
• Minimum 7-8 years’ work experience including at least 3-4 years in managerial or supervisory role.
• Strong administrative skills, includes office management, record keeping and proficient in MS Office.

Responsibilities

• Manage Office Administration including Reception and phone calls.
• Manage contracts for Office maintenance and vendor relationships.
• Manage corporate travel arrangements and ensure compliance with travel policies.

Skills

Administrative skills

Time-management

Communication skills

Attention to detail

Multitasking

Education

Degree in business administration or management

Tools

MS Office

Job description

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• Manage the Office Administration within the Company including Reception responsibilities and managing phone calls.
• Ensure adequate office supplies, determine stock level and manage the right balance between inventory availability and cost-efficiency.
• Manage travel expenses processing and provide a monthly travel report and travel expenses reconciling for HR and finance team.
• Control costs by identifying cost saving factors and opportunities. Optimize spending and negotiate favorable pricing terms.
• Be in tune with NEP financial and business concepts in the context of administration. This includes budgets, expenses, and financial records.
• Allocate resources appropriately to support operational needs and achieve cost-effectiveness.

Facilities Management

• Manage contracts for Singapore Office maintenance such as lighting, air-conditioning, water dispenser, copier, internet services, IT, telephone services, and other housekeeping matters.
• Manage relationships with office vendors and service providers. Develop knowledge and build strategic partnerships for better relationships with service providers and suppliers.
• Communicate with Building Management authorities to resolve issues.
• Support and supervise the team for regular inspection of workplace to identify any hazards/ risks factor, manage the risks with corrective action plan.

Travel Management

Manage corporate travel arrangements, including flights, accommodations, and ground transportation for employees and executives.

Ensure compliance with travel policies, negotiate vendor contracts, and optimize travel spend.

Provide executive-level travel support, including last-minute adjustments and risk mitigation.

Maintain travel emergency protocols and duty-of-care measures for employee safety.

Position Requirements

• Preferably a degree or diploma in business administration or management.
• Minimum 7-8 years’ work experience including at least 3-4 years in managerial or supervisory role.
• Strong administrative skills, includes office management, record keeping and proficient in MS Office
• Exceptional time-management and multitasking capabilities combined with organizational skills
• Must be meticulous & pay attention to detail.
• Excellent verbal and written Communication
• Ability to work under pressure and meet deadlines.