Senior Office Administrative and Document Controller

INTERNATIONAL FACILITY ENGINEERING PTE. LTD.; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A leading engineering firm in Singapore seeks an experienced Office Administrator to ensure efficient office operations and provide comprehensive support to supervisors. The role requires managing reception, facilitating business travel, and maintaining documentation standards. Candidates must possess a diploma in business administration, with at least 8 years of experience in similar roles. Strong organizational and communication skills are essential, along with proficiency in Microsoft Office. This position offers the opportunity to work in a dynamic multinational environment.

Qualifications

• Minimum 8 years of experience in office administration or executive support roles.
• Strong proficiency in Microsoft Office applications is required.
• Experience in coordinating travel arrangements and handling visa applications is a plus.

Responsibilities

• Oversee day-to-day administrative operations for a professional office environment.
• Manage reception duties including phone calls and greeting visitors.
• Arrange business travel itineraries and manage documentation.

Skills

MS Office proficiency

Communication skills

Organizational skills

Time-management

Interpersonal skills

Education

Certificate & Diploma in Business Administration or related field

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.