Senior Admin Specialist

NOVA-TECH MFG PTE. LTD.; Singapore; On-site; SGD 40,000 - 65,000; Full time

Job summary

Nova-Tech Mfg Pte. Ltd. in Singapore seeks a Senior Admin Specialist to oversee daily administration, facilities, logistics, and event coordination.

You will coordinate vendor services, manage records, and support Top Management with professional, timely administrative execution. This role requires a Diploma or equivalent, 3–5 years in administration or facilities, and strong organizational skills. You will handle confidential information and work on-site at East Region/Changi North Crescent,

Qualifications

• Diploma or equivalent in Business Administration, Office Management, Facilities Management, Logistics, or related field
• 3–5 years in administration, facilities, logistics, or executive support
• Ability to work independently with initiative and sound judgement
• Strong organizational and time-management skills with multitasking
• Good written and verbal communication with stakeholders
• Proficient in Microsoft Office and reporting materials
• Able to handle confidential information discreetly
• Willing to work at East Region/Changi North Crescent

Responsibilities

• Manage daily office administration, facilities, supplies, and general administrative matters
• Coordinate office maintenance, cleaning, access arrangements and workplace safety
• Maintain records, filing systems and reports accurately
• Coordinate logistics including transportation, deliveries, and shipments
• Arrange customer visits, meetings, facilities, and refreshments
• Plan and coordinate company events, employee activities and visits
• Provide reliable support to Top Management and ensure timely completion of tasks
• Source vendors for administration, facilities, logistics and events
• Coordinate dormitory and accommodation matters including room allocations

Skills

Organization

Coordination

Time management

Communication skills

Independent working

Discretion / Confidentiality

Report preparation

Microsoft Office

Education

Diploma in Business Administration / Facilities Management

Tools

MS Office

Job description

About the role

The Senior Admin Specialist is responsible for independently managing and coordinating the company's daily general administration, office and facilities management, logistics arrangements, customer and visitor coordination, company events, employee engagement activities, dormitory and accommodation management, vendor services, and administrative support for Top Management. The role is expected to implement and comply with Corporate HQ Administration SOPs, policies and guidelines while ensuring operational efficiency, cost control, timely vendor payment coordination, professional service standards and proper documentation.

Key responsibilities

• Implement and comply with Corporate HQ Administration SOPs, policies, procedures and reporting requirements

• Independently manage daily office administration/management, facilities, stationery, office supplies, uniforms, pantry supplies and other general administrative matters

• Coordinate office maintenance, repairs, cleaning services, access arrangements and workplace facilities to maintain a safe, clean and efficient working environment

• Manage administrative records, documentation, filing systems and reports accurately and systematically

• Coordinate daily operational logistics, including transportation, deliveries, collections, shipment arrangements and related operational support

• Coordinate customer visits, business meetings, site access, meeting facilities, refreshments and other related arrangements

• Independently plan, organise and coordinate company events, festive celebrations, employee activities, corporate visits and other internal or external functions

• Provide reliable administrative and coordination support to Top Management, ensuring assigned matters are handled accurately, professionally and on time

• Source and coordinate vendors and service providers for administration, facilities, logistics, events, dormitories, cleaning and other assigned operational needs

• Coordinate company-arranged dormitory and accommodation matters for employees, including room allocation, occupancy records, check-in and check-out arrangements

Requirements:

• Diploma or equivalent qualification in Business Administration, Office Management, Facilities Management, Logistics or a related discipline

• Preferably 3–5 years of relevant experience in administration, office or facilities management, logistics coordination, customer service, executive support or a similar operational role

• Demonstrated ability to work independently, take initiative, exercise sound judgement and follow through on assigned responsibilities without constant supervision

• Strong organizational, coordination, problem-solving and time-management skills, with the ability to manage multiple priorities

• Good written and verbal communication skills and a professional service mindset when dealing with internal and external stakeholders

• Proficient in Microsoft Office and comfortable preparing reports, presentations, meeting materials and administrative tracking records

• Able to handle confidential information responsibly and maintain a high level of discretion

• Willing to work at East Region/Changi North Crescent