Senior Administration & Compliance Lead

INTERISLAND TECHNOLOGY AND ENGINEERING PTE. LTD.; Singapore; On-site; SGD 70,000 - 110,000; Full time

Job summary

INTERISLAND TECHNOLOGY AND ENGINEERING PTE. LTD. is seeking a capable Corporate Administration & Office Operations lead in Singapore.

You will oversee daily office operations, coordinate HR, Finance and project site activities, and manage corporate records, secretarial matters and regulatory submissions to support audits and construction projects. The role requires 5–8 years in corporate services, strong organisational and communication skills, and experience with BCA registration, ISO audits,

Qualifications

• Diploma or Degree in Business Administration, Business Management, Corporate Services, Construction Management or a related discipline.
• Minimum 5–8 years of relevant experience in administration, corporate services, operations or a similar management role.
• Experience in the Singapore construction or engineering industry will be highly advantageous.
• Experience working with corporate secretarial firms and handling corporate documentation.
• Strong organisational, coordination and follow-up skills.
• Good written and verbal communication skills.
• Proficient in Microsoft Office and general business systems.
• Comfortable coordinating with senior management, project teams, government agencies, consultants, vendors and external service providers.
• Able to handle confidential information with discretion.
• Independent, responsible, detail-oriented and able to manage multiple priorities.
• Hands-on and willing to take ownership of both routine and ad-hoc matters.

Responsibilities

• Oversee the day-to-day administrative operations of the Singapore office.
• Establish, maintain and improve internal administrative procedures and workflows.
• Coordinate administrative matters between HR, Finance, project sites and management as a one-stop contact point.
• Supervise and guide administrative and site administrative staff.
• Manage correspondence, documentation, filing and corporate records.
• Prepare internal notices, reports, letters, forms and other administrative documents.
• Monitor management instructions, action items, deadlines and follow-ups.
• Handle confidential corporate and management information.
• Liaise with consultants, suppliers, landlords, service providers and other external parties.
• Coordinate corporate secretarial matters with the appointed corporate secretarial firm.
• Coordinate AGM, directors' and shareholders' resolutions and other corporate documentation.
• Maintain corporate records, statutory registers and company information.
• Coordinate board and corporate approval documentation.
• Assist with the Register of Registrable Controllers (RORC), Register of Nominee Directors (ROND) and Register of Nominee Shareholders (RONS), where applicable.
• Monitor statutory filing and corporate compliance deadlines.
• Coordinate execution and signing of corporate documents.
• Follow up with the corporate secretarial firm on outstanding compliance matters.
• Manage and coordinate BCA registration, renewal and upgrading requirements.
• Coordinate Contractors Registration System (CRS) matters and supporting documentation.
• Maintain the company's BCA workhead registrations, licences and regulatory certifications.
• Compile financial, manpower, project and technical information required for regulatory submissions.
• Liaise with BCA, consultants and relevant parties on applications and clarifications.
• Monitor registration validity and renewal deadlines.
• Coordinate ISO management system audits and certification activities.
• Prepare and organise documentation and evidence for internal and external audits.
• Coordinate with auditors, consultants and relevant departments.
• Track audit findings, observations and corrective actions.
• Coordinate Green and Gracious Builder Scheme (GGBS) certification and renewal.
• Maintain certification records and monitor audit and renewal deadlines.
• Provide corporate and administrative support to construction, engineering and joint venture projects.
• Coordinate requirements between project sites, head office, management and JV partners.
• Prepare and coordinate project-related corporate documents, letters, forms and submissions.
• Coordinate documentation requested by clients, consultants and JV partners.
• Support project mobilisation and ongoing project administration.
• Coordinate management approvals, authorisations and execution of project and JV documentation.
• Coordinate administrative arrangements for employee deployment
• Support visa, work authorisation and immigration-related documentation.
• Arrange flights, accommodation, transportation and travel itineraries.
• Prepare supporting letters and company documents for overseas authorities.
• Coordinate deployment schedules and long-term assignments for engineering personnel.
• Maintain travel and deployment records.
• Coordinate general office IT, network, server and system administration with external IT providers.
• Manage IT vendor relationships and coordinate troubleshooting, maintenance and upgrades.
• Coordinate computers, hardware, software, network infrastructure and system access.
• Manage user accounts, access controls and company system permissions.
• Support the company's internal OA/workflow management system.
• Coordinate cybersecurity, information security, backup and data protection requirements.
• Follow up on system vulnerabilities, security issues and corrective actions.
• Maintain company asset registers and records for office, IT and other equipment.
• Coordinate asset allocation, transfer, handover, repair, replacement and disposal.
• Oversee office facilities, maintenance and workplace services.
• Liaise with building management and service providers.
• Coordinate cleaning, utilities, telecommunications, maintenance and access arrangements.
• Manage office keys, access cards and workplace access requirements.
• Source suppliers and service providers for office and operational requirements.
• Obtain and compare quotations and coordinate internal approvals.
• Manage vendor relationships, contracts and service agreements.
• Monitor vendor performance and resolve service issues.
• Coordinate contractors for repair, maintenance, renovation, dismantling and reinstatement works.
• Coordinate corporate, project, vehicle and business travel insurance matters.
• Liaise with insurance brokers and insurers on renewals, documentation and claims.
• Monitor insurance policy expiry dates and maintain insurance records.
• Coordinate office leasing, renewal and relocation matters.
• Liaise with landlords, property agents and building management.
• Coordinate office renovation, reinstatement, relocation and related contractors.
• Review vendor invoices and supporting documents.
• Coordinate payment submissions and management approvals.
• Follow up on missing documentation and outstanding payment matters.
• Coordinate recurring office and service-related payments.
• Liaise with Finance regarding administrative expenses and vendor payments.
• Provide direct administrative support to senior management.
• Prepare information and documentation for management decision-making.
• Follow up with departments on management instructions and action items.
• Identify administrative risks, upcoming deadlines and compliance requirements.
• Develop and improve administrative procedures, workflows and internal controls.
• Standardise administrative documentation and approval processes.
• Support corporate events, CSR initiatives and employee activities.
• Handle ad-hoc and confidential matters assigned by management.

Skills

Organisational skills

Coordination

Follow-up

Microsoft Office

Communication skills

Confidential handling

Independent

Education

Diploma/Degree in Business Administration

Tools

Microsoft Office

Job description

INTERISLAND TECHNOLOGY AND ENGINEERING PTE. LTD. is seeking a capable Corporate Administration & Office Operations lead in Singapore.

You will oversee daily office operations, coordinate HR, Finance and project site activities, and manage corporate records, secretarial matters and regulatory submissions to support audits and construction projects. The role requires 5–8 years in corporate services, strong organisational and communication skills, and experience with BCA registration, ISO audits,