Office Administration Manager

NAVAL GROUP FAR EAST PTE. LTD.; Singapore; On-site; SGD 36,000 - 54,000; Full time

Job summary

NAVAL GROUP FAR EAST PTE. LTD. is seeking an experienced Office Administrator to support general administration, facilities coordination, and procurement processes in our Singapore office.

You will manage mail, visitors, travel bookings, and access control while maintaining accurate records and supporting safety initiatives. The role requires 3–5 years of experience in office administration, proficiency in MS Office and SAP, and a strong eye for detail.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Management, or a related field.
• 3–5 years of experience in office administration, front-desk operations, and workplace coordination.
• Proficient in Microsoft Office (Word, Excel, Outlook) and SAP for purchase requisitions and invoice verification.
• Familiarity with corporate travel bookings, basic access control systems, and Singapore workplace safety practices.

Responsibilities

• Manage personnel base clearances and maintain clearance records.
• Welcome visitors, receive mail, and arrange outgoing mail and courier services.
• Provide first-level screening of calls, handle enquiries, and route to departments.
• Manage inventory of office supplies, gifts, and pantry items.
• Represent administration in safety committee meetings and contribute as needed.
• Handle travel arrangements including flight bookings and visa applications.

Skills

MS Office

SAP

Travel bookings

Access control

Detail oriented

Communication

Education

Bachelor's/Diploma in Admin or related field

Job description

Key Responsibilities

General Administration

• Manage personnel naval base clearances and maintain up-to-date clearance records.

• Welcome visitors, receive incoming mail, and arrange outgoing mail and courier services.

• Provide first-level screening of incoming calls, handle enquiries, and route calls to the respective departments.

• Manage inventory of office supplies, employee corporate gifts, and pantry consumables.

• Represent administration in quarterly safety committee meetings and contribute as needed.

• Handle travel arrangements including flight bookings, visa applications, and checking latest travel advisories for inbound and outbound countries.

• Support raising purchase requisitions for administration-related purchases and handle ad-hoc duties assigned by Management.

• Send welcome booklets to incoming visitors, conduct basic site security briefings, and maintain visitor logs on the shared drive.

• Issue and collect staff access badges and keys during onboarding/offboarding, and update basic door and alarm user profiles.

• Conduct daily office walk-throughs to check doors, lighting, and common areas, reporting maintenance issues to management.

• Support Fire Evacuation drills, and maintain awareness of emergency shelter locations.

Facilities & Vendor Coordination

• Coordinate routine office servicing and repairs with vendors (air-conditioning, water dispensers, air purifiers, lighting, and workstations).

• Supervise daily cleaning services, arrange bi-annual confidential document shredding, and manage company/visitor parking allocations.

• Track monthly utility bills (electricity, water, A/C), verify vendor invoices in SAP, and maintain supplier records and facility licenses.

• Support office renovation logistics, insurance renewals, and annual CSR initiatives.

• Handle any other responsibilities as instructed by Management

Requirements:

• Diploma or Bachelor's degree in Business Administration, Office Management, or a related field.

• 3–5 years of experience in office administration, front-desk operations, and workplace coordination.

• Proficient in Microsoft Office (Word, Excel, Outlook) and SAP for purchase requisitions and invoice verification.

• Familiarity with corporate travel bookings, basic access control systems, and Singapore workplace safety practices.

• Strong organisational, communication, and multitasking skills with high attention to detail.