Specialist, General Administration

Poet Technologies Pte Ltd; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

Poet Technologies Pte Ltd is seeking an experienced Office Administrator to manage general administration and facilities within approved budgets. You will oversee office supplies, maintenance, travel arrangements and vendor services, ensuring efficient operations.

The role requires a Diploma or Bachelor's degree in a related field, at least 3 years of experience, and strong Microsoft Office and communication skills. A focus on organization, budget adherence, and safety compliance is essential.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Management, Facilities Management or a related discipline.
• Knowledge of facilities, vendor management and basic procurement; familiarity with Singapore workplace safety and health requirements is an advantage.
• Organized, detail-oriented and able to manage multiple priorities independently.
• Proficient in Microsoft Office, with good interpersonal and communication skills.

Responsibilities

• Manage day-to-day office operations, including pantry supplies, stationery, meeting rooms and office equipment.
• Plan and coordinate company lunches within budget, and handle mail, couriers, reception and visitors.
• Maintain administrative records and respond promptly to employee requests.
• Coordinate cleaning, pest control, maintenance and repairs; liaise with building management, landlord and contractors.
• Track preventive maintenance and support office improvement or relocation projects.
• Arrange flights, accommodation and ground transport in line with the company travel policy, and maintain travel records.
• Obtain quotations, raise purchase requests, monitor vendor performance and track contract renewals.
• Verify invoices and submit them for timely payment.
• Maintain the asset register, manage access cards and visitor registration, and coordinate fire drills and safety compliance.
• Track administrative spend against budget, prepare reports and improve procedures.

Skills

Microsoft Office

Interpersonal skills

Multitasking

Procurement knowledge

Education

Diploma or Bachelor’s degree in Business Administration/Management/Facilities Management

Job description

Position Overview

The incumbent will manage the general administration and facilities of the office, covering office supplies, maintenance, business travel and vendor services within approved budgets and policies.

Job Responsibilities

• Manage day-to-day office operations, including pantry supplies, stationery, meeting rooms and office equipment.
• Plan and coordinate company lunches within budget, and handle mail, couriers, reception and visitors.
• Maintain administrative records and respond promptly to employee requests.
• Coordinate cleaning, pest control, maintenance and repairs; liaise with building management, landlord and contractors.
• Track preventive maintenance and support office improvement or relocation projects.
• Arrange flights, accommodation and ground transport in line with the company travel policy, and maintain travel records.
• Obtain quotations, raise purchase requests, monitor vendor performance and track contract renewals.
• Verify invoices and submit them for timely payment.
• Maintain the asset register, manage access cards and visitor registration, and coordinate fire drills and safety compliance.
• Track administrative spend against budget, prepare reports and improve procedures.

Requirements

• Diploma or Bachelor’s degree in Business Administration, Management, Facilities Management or a related discipline.
• At least 3 years of experience in general administration, office management or facilities coordination.
• Knowledge of facilities, vendor management and basic procurement; familiarity with Singapore workplace safety and health requirements is an advantage.
• Organized, detail-oriented and able to manage multiple priorities independently.
• Proficient in Microsoft Office, with good interpersonal and communication skills.