Admin Executive, Asset Management

Purpose and Scope

The Office Administrator provides comprehensive secretarial, administrative, and operational support to the Operations & Maintenance (O&M) teams within Changi NEWater Plant & Decentralized Water Plants. The role ensures smooth daily operations, efficient coordination of business activities, and compliance with internal processes, systems, and safety protocols across both sites.

Key Roles and Responsibilities

Administrative & Secretarial Support

• Manage calendars, appointments, meetings and travel arrangements for O&M managers and key personnel.

• Prepare agendas, minutes, presentations, reports, trackers, letters, forms and administrative correspondence.

• Maintain physical and electronic filing systems, document control, records management and departmental communications.

• Coordinate meetings, site visits, customer or management visits, audits, inspections and stakeholder engagements.

• Manage incoming and outgoing mail, courier services, document dispatch and general administrative enquiries.

Site Access, Compliance & Training Administration

• Coordinate site access for employees, contractors, visitors and stakeholders across Changi NEWater Plant and the Decentralized Water Plants.

• Administer Jurong Island Pass applications and renewals, PUB security clearances, visitor permits, contractor entry approvals and other plant-specific access requirements.

• Coordinate employee and contractor onboarding, mobilization, transfer and offboarding, including document submission, access arrangements, induction scheduling and return of site-issued items.

• Coordinate Site Induction Course (SIC), mandatory training, safety orientation and other operational or plant-specific training applications.

• Maintain training, competency, licence, certification, pass and clearance records, including validity and expiry tracking, renewal reminders and supporting documents.

• Support HSSE administration, audits, inspections, regulatory submissions and compliance documentation.

Procurement, Financial & Asset Administration

• Support procurement activities, including PR/PO creation, service entry sheets, goods receipts, GR/IR follow-up, invoice verification and payment follow-up.

• Maintain procurement and payment trackers and coordinate outstanding items with requestors, Finance, Procurement and vendors.

• Support expenditure monitoring, budget tracking, cost coding and administration of approved staff claims.

• Maintain inventory of stationery, office and pantry supplies, PPE and other consumables, and arrange timely replenishment.

• Coordinate quotations, vendor documents, service renewals and administrative purchases in accordance with approved procedures.

• Maintain registers for office equipment, laptops, mobile devices, access cards and other assigned assets, including issue and return records.

Office Facilities, Logistics & Workplace Support

• Coordinate and resolve office facility-related issues, including workspace, lighting, air-conditioning, housekeeping, furniture, utilities, access doors, meeting rooms and general maintenance matters.

• Log, track and follow up service requests with Facilities, building management, IT support, vendors, contractors and site personnel until closure.

• Coordinate business travel, visitor management, site visits, transportation, refreshments and other operational logistics.

• Support office moves, workstation allocation, signage, storage arrangements and workplace setup for new employees or project teams.

• Coordinate maintenance, repair, testing or replacement of office equipment and shared facilities.

• Promote good housekeeping, workplace safety and smooth day-to-day office operations across the assigned plants.

Employee Welfare & Operational Support

• Organize and support staff welfare activities, employee engagement programmes, team events, celebrations and departmental initiatives.

• Provide routine manpower administration support, including attendance or roster records, leave documents, training schedules, staff lists, organization charts and HR submissions, where assigned.

• Maintain personnel-related administrative records securely and handle confidential information in accordance with applicable requirements.

• Coordinate routine IT account, system access and equipment requests for employee onboarding and offboarding with the relevant support teams.

• Use approved systems such as Microsoft 365, SharePoint, SAP, Ariba or equivalent platforms to maintain records and complete assigned administrative transactions.

• Provide administrative coverage for urgent operational priorities and support continuous improvement of administrative processes, trackers, templates and workflows.

Qualifications & Experience

• Diploma in Business Administration or relevant discipline.

• Minimum 5–8 years of administrative experience, preferably supporting senior management or operations teams in industrial, utilities, petrochemical, or manufacturing sectors.

• Prior experience with procurement systems (SAP, Ariba, or similar) will be an advantage.

Preferred Skills & Characteristics

• Strong interpersonal, communication skills

• Independent with initiative, resourceful and positive attitude

• Organized and detailed oriented, versatile and able to multitask