Vice President, Administration

NOVA-TECH MFG PTE. LTD.; Singapore; On-site; SGD 150,000 - 210,000; Full time

Job summary

NOVA-TECH MFG PTE. LTD. in Singapore is seeking an experienced Head of Administration and General Affairs to lead all admin, facilities, vendor and budget functions across Singapore and regional sites.

The role involves developing policies, managing licenses and permits, overseeing facilities, coordinating cross-border projects, ensuring safety standards, supporting HR onboarding and events, and driving continuous improvement with KPIs. Strong leadership and stakeholder management are essential.

Qualifications

• Bachelor's degree in Business Administration, Management, Facilities Management or a related discipline.
• At least 12 years of relevant professional experience, including significant leadership.
• Experience in administration, general affairs, facilities, workplace services or corporate services.
• Experience in manufacturing, semiconductor, precision engineering or industrial environments is advantageous.
• Strong leadership, communication, negotiation and stakeholder-management skills.

Responsibilities

• Lead the overall administration and general affairs functions for the Singapore operations.
• Develop, implement and continuously improve administrative policies, procedures and internal controls.
• Oversee office and manufacturing-site administrative services.
• Ensure effective management of company records, licenses, permits and administrative documentation.
• Establish scalable administrative processes to support business growth.
• Oversee facilities and workplace management for office, manufacturing and supporting areas.
• Manage relationships with landlords, building management, contractors and service providers.
• Ensure workplace safety, security, cleanliness and maintenance standards.
• Lead facility expansion, relocation, renovation and improvement projects.
• Oversee company assets, workplace resources and related services.
• Develop and manage relationships with key administrative and facilities vendors.
• Review and negotiate service agreements and terms.
• Monitor vendor performance and contractual compliance.
• Establish vendor evaluation and cost-control processes.
• Lead the annual Administration and General Affairs budget planning.
• Monitor operating and capital expenditure against budgets.
• Identify opportunities to improve efficiency and reduce costs.
• Provide management with regular budget and operational updates.
• Coordinate administrative matters across Singapore, Malaysia and other locations.
• Support consistent administrative standards and cross-location practices.
• Coordinate cross-border administrative projects, travel and site-support needs.
• Work with regional and global stakeholders on administrative matters.
• Ensure compliance with Singapore laws, regulations and company policies.
• Support audits, certifications and compliance activities.
• Maintain administrative records and controls.
• Develop business continuity and emergency-response arrangements.
• Oversee workplace services such as employee facilities, transportation, meals, travel and events.
• Ensure timely delivery of employee administrative services.
• Collaborate with HR to support onboarding and operations.
• Promote a professional, safe and positive workplace environment.
• Lead and develop the Administration / General Affairs team.
• Set objectives, KPIs and performance expectations.
• Develop team capability and succession planning.
• Promote continuous improvement, accountability and service excellence.

Skills

Leadership

Budget management

Vendor management

Stakeholder management

Cross-functional collaboration

Negotiation

Analytical thinking

Problem solving

Travel willingness

Education

Bachelor's degree in Business Administration / Management / Facilities Management

Job description

Key Responsibilities

1. Administration & General Affairs

• Lead the overall administration and general affairs functions for the Singapore operations.
• Develop, implement and continuously improve administrative policies, procedures and internal controls.
• Oversee office and manufacturing-site administrative services.
• Ensure effective management of company records, licenses, permits and administrative documentation.
• Establish scalable administrative processes to support business growth.

2. Facilities & Workplace Management

• Oversee facilities and workplace management for office, manufacturing and supporting areas.
• Manage relationships with landlords, building management, contractors and service providers.
• Ensure appropriate standards for workplace safety, security, cleanliness and maintenance.
• Lead facility expansion, relocation, renovation and improvement projects.
• Oversee company assets, workplace resources and related services.

3. Vendor & Contract Management

• Develop and manage relationships with key administrative and facilities vendors.
• Review and negotiate service agreements and commercial terms.
• Monitor vendor performance, service quality and contractual compliance.
• Establish appropriate vendor evaluation and cost-control processes.

4. Budget & Cost Management

• Lead the annual Administration and General Affairs budget planning process.
• Monitor operating and capital expenditure against approved budgets.
• Identify opportunities to improve operational efficiency and optimize costs.
• Provide management with regular budget and operational updates.

5. Regional Coordination

• Coordinate administrative matters across Singapore, Malaysia and other Company locations when required.
• Support the development of consistent administrative standards and practices across locations.
• Coordinate cross-border administrative projects, business travel and site-support requirements.
• Work closely with regional and global stakeholders on administrative matters.

6. Governance & Compliance

• Ensure administrative practices comply with applicable Singapore laws, regulations and Company policies.
• Support internal and external audits, certification activities and other compliance requirements.
• Maintain appropriate administrative records and controls.
• Develop and maintain business continuity and emergency-response arrangements.

7. Employee & Workplace Services

• Oversee workplace services such as employee facilities, transportation, meals, business travel and company events, where applicable.
• Ensure effective and timely delivery of employee administrative services.
• Work closely with HR and other functions to support employee onboarding and workplace operations.
• Promote a professional, safe and positive workplace environment.

8. Leadership & Team Development

• Lead and develop the Administration / General Affairs team.
• Establish clear objectives, KPIs and performance expectations.
• Develop team capability and succession planning.
• Promote continuous improvement, accountability and service excellence.

Requirements

• Bachelor's degree in Business Administration, Management, Facilities Management or a related discipline.
• At least 12 years of relevant professional experience, including significant experience in a leadership capacity.
• Demonstrated experience in administration, general affairs, facilities, workplace services or corporate services.
• Experience in a manufacturing, semiconductor, precision engineering or industrial environment will be advantageous.
• Strong experience in facilities, vendor, contract and budget management.
• Demonstrated ability to lead cross-functional and multi-site projects.
• Regional or multi-country operational experience will be advantageous.
• Strong leadership, communication, negotiation and stakeholder-management skills.
• Strong organizational, analytical and problem-solving capabilities.
• Ability to work effectively in a fast-paced and evolving business environment.
• Willingness to travel to Malaysia or other Company locations when required for business purposes.