Office Administrator

BW Offshore Limited; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

BW Offshore is hiring an Office Administrator in Singapore to support day-to-day operations for a ~250-employee office. The role covers facilities coordination, vendor management, workplace records, and general office administration, ensuring services run smoothly and issues are resolved.

The position involves regular inspections, coordinating with vendors/building management, and occasional after-hours support for maintenance, moves, or shutdowns. Strong organisational skills essential.

Qualifications

• Diploma or equivalent practical experience in office administration or facilities coordination.
• 3-5 years of relevant experience coordinating office facilities, maintenance vendors, workplace services, or office administration activities.
• Strong organisational skills with ability to manage schedules, records, purchasing docs, and follow-ups.
• Ability to prioritise requests, resolve workplace issues, and communicate effectively with employees, vendors, and building management.
• Proficiency in Microsoft 365 applications.

Responsibilities

• Conduct workplace inspections, report facilities issues, and follow corrective actions through to completion.
• Coordinate maintenance contractors, cleaning providers, pest control services, and building management activities.
• Maintain maintenance schedules, vendor records, service contracts, and renewal trackers.
• Prepare purchase requests, obtain quotations, and verify facilities invoices against completed work.
• Maintain workplace records including furniture, lockers, keys, seating plans, and storeroom inventories.
• Support safety inspections, emergency preparedness records, ISO audits, and committee administration activities.
• Coordinate workstation readiness, office moves, storage activities, and workplace communications.
• Provide reception coverage during planned absences, including visitor reception, calls, deliveries, and shared inbox support.

Skills

Organisational skills

Microsoft 365

Communication

Vendor coordination

Education

Diploma or equivalent in office administration/facilities

Tools

OfficeSpace

IFS

ERP systems

Job description

Position Overview

You will support the day-to-day operation of BW Offshore's Singapore office, serving approximately 250 employees. In your first year, you will take ownership of facilities coordination, vendor management, workplace records, and office administration, ensuring workplace services run efficiently and issues are followed through to resolution.

Office Administrator

Singapore, Singapore

Permanent

Permanent

Position Overview

You will support the day-to-day operation of BW Offshore's Singapore office, serving approximately 250 employees. In your first year, you will take ownership of facilities coordination, vendor management, workplace records, and office administration, ensuring workplace services run efficiently and issues are followed through to resolution.

This is a hands-on, office-based role involving regular workplace inspections, coordination with vendors and building management, and occasional planned support outside normal office hours for maintenance activities, office moves, or building shutdowns.

Key Tasks And Responsibilities

• Conduct workplace inspections, report facilities issues, and follow corrective actions through to completion
• Coordinate maintenance contractors, cleaning providers, pest control services, and building management activities
• Maintain maintenance schedules, vendor records, service contracts, and renewal trackers
• Prepare purchase requests, obtain quotations, and verify facilities invoices against completed work
• Maintain workplace records including furniture, lockers, keys, seating plans, and storeroom inventories
• Support safety inspections, emergency preparedness records, ISO audits, and committee administration activities
• Coordinate workstation readiness, office moves, storage activities, and workplace communications
• Provide reception coverage during planned absences, including visitor reception, calls, deliveries, and shared inbox support

Qualifications

You will need:

• Diploma or equivalent practical experience in office administration, facilities coordination, or a related discipline
• 3-5 years of relevant experience coordinating office facilities, maintenance vendors, workplace services, or office administration activities
• Strong organisational skills, with the ability to manage schedules, records, purchasing documentation, and follow-up actions
• Ability to prioritise requests, resolve workplace issues, and communicate effectively with employees, vendors, and building management
• Proficiency in Microsoft 365 applications
• Ability to work primarily from the office and support occasional planned activities outside normal office hours

Nice To Have

• Experience using facilities, ERP, workplace management, or building management systems
• Familiarity with IFS, OfficeSpace, or tenant management portals
• Experience supporting workplace audits, emergency preparedness activities, or facilities compliance processes
• Experience supporting reception or front-of-house services
• Understanding of workplace inventory control, records management, and office moves

About BW Offshore

BW Offshore leverages more than four decades of experience in operating advanced offshore production systems and executing complex projects. We are proud to have executed 40 FPSO and FSO projects, and have cultivated a culture of thorough engineering, trust and teamwork throughout the organisation.

BW Offshore is actively engaged in the energy transition by developing clean energy production solutions, applying our offshore engineering and operations capabilities to drive future value creation. Our aim is to create tailored energy solutions for evolving global energy markets.

Our Commitment to Diversity and Inclusion

BW Offshore is committed to providing equal employment opportunities for all. We believe in fostering a diverse and inclusive workplace and encourage all qualified candidates to apply, regardless of age, gender, disability, religion, or ethnic background.