Office Administrator and Document Controller

INTERNATIONAL FACILITY ENGINEERING PTE. LTD.; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

INTERNATIONAL FACILITY ENGINEERING PTE. LTD. is seeking an Office Administrator in Singapore to oversee daily administrative operations and reception functions, ensuring a smooth, professional office environment.

You will support multiple supervisors, manage corporate travel and documentation, and uphold high standards of organization and service delivery. The role covers reception management, document control, travel coordination, and procurement support, with a focus on accuracy, compliance,

Qualifications

• Certificate or Diploma in Business Administration, Office Management or related field.
• Strong MS Office skills and familiarity with document management.
• Experience in multinational or fast-paced environments preferred.
• Excellent written and verbal communication and a professional demeanor.

Responsibilities

• Manage reception and front-office duties with professionalism.
• Provide administrative support to multiple supervisors and teams.
• Coordinate travel arrangements and visas for staff.
• Maintain document control systems and ISO-related records.
• Prepare meeting minutes and support procurement/logistics tasks.
• Ensure filing systems, archiving, and version control are compliant.
• Support office facilities, supplies, and general housekeeping.

Skills

MS Office proficiency

Communication skills

Organizational skills

Time management

Confidentiality

Multitasking

Customer service

Education

Certificate / Diploma in Business Administration or Office Management

Tools

SharePoint

MS Office Suite

Job description

The Office Administrator is responsible for overseeing day-to-day administrative operations and reception functions to ensure a smooth, efficient, and professional office environment. This role provides comprehensive support to multiple supervisors, manages corporate travel and documentation, and upholds high standards of office organization and service delivery.

Responsibilities:

Reception & Front Office Management

• Manage reception duties, including answering, scanning and directing telephone calls, handling general enquiries, and greeting visitors in a professional manner.
• Maintain a courteous and efficient front-office environment at all times.

Administrative Support

• Provide administrative support to multiple supervisors, including document preparation, filing, spreadsheet creation, and database maintenance.
• Maintain and update office personnel contact lists and internal records.
• Support the upkeep and integrity of ISO-related documentation.
• Preparing yearly timesheet template for regional office.
• Record meeting minutes during weekly HR/Administrative meetings.
• Provide general administrative assistance to colleagues where required.
• Collect updated and checked resumes from colleagues quarterly and upload them to SharePoint to support business development submissions.
• Carry out any other reasonable duties as assigned

Document Control

• Manage the flow of incoming and outgoing documents, ensuring accuracy, proper filing, and version control.
• Maintain both physical and digital document control systems.
• Ensure documents are stored, archived, and retrieved per company standards.
• Monitor compliance with documentation standards (e.g., naming conventions, formatting).
• Distribute documents to relevant stakeholders and ensure timely approvals.
• Prepare documentation status reports as required.

Travel & Visa Coordination

• Arrange business travel itineraries, including travel insurance, flight bookings, and hotel accommodation.
• Coordinate with hotel partners to establish or renew corporate agreements for preferential room rates.
• Manage all business travel visa applications (online and offline), ensuring timely submission and compliance with requirements.
• Maintain accurate records of employees’ passports and ensure they remain valid for travel purposes.
• Update and track colleagues’ passport information in the system.

Office Operations & Facilities Management

• Monitor and manage office supplies, place purchase orders, and coordinate deliveries.
• Oversee pantry stock replenishment and ensure proper maintenance of office equipment and supplies.
• Ensure the cleanliness and upkeep of the office environment, including coordinating semi-annual cleaning of air-conditioning vents and office chairs.
• Liaise with plant maintenance vendors regarding the upkeep or replacement of indoor plants.
• Perform routine office housekeeping tasks, including quarterly water filter replacements for dispensers.
• Assist in planning seasonal office decorations.

Procurement & Logistics

• Prepare Field Material Requisitions and Purchase
• Orders, including comparing supplier quotations to secure competitive pricing.
• Prepare Delivery Orders as needed.
• Coordinate local and international courier arrangements for documents and parcels.
• Conduct office-related errands when necessary.

Requirements:

• Certificate & Diploma in Business Administration, Office Management, or a related field.
• Minimum 8 years of experience in office administration, reception, or executive support roles.
• Experience in coordinating travel arrangements and handling visa applications is an advantage.
• Prior experience in a multinational or fast-paced environment is preferred.
• Strong proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).
• Excellent communication skills, both written and verbal.
• Strong organizational and time-management abilities with attention to detail.
• Ability to multitask, prioritize work, and meet deadlines efficiently.
• Good interpersonal skills with a professional and customer-oriented mindset.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Familiarity with filing systems, office equipment, and basic procurement processes.
• Professional, well-presented, and courteous at all times.
• Reliable, responsible, and able to work independently with minimal supervision.
• Proactive, resourceful, and adaptable to changing needs.
• Carry out any other ad hoc tasks assigned by management