Administration Executive

This is a 1 Year Renewable contract position that covers a broad range of administrative functions, including reception operations, employee transportation, cafeteria and catering arrangements, pantry supplies, office furniture, general office administration, procurement activities through SAP Ariba, contract staff attendance verification, and the preparation of regular administrative reports.

The successful will be responsible for overseeing and coordinating the company’s daily administrative activities, ensuring that office support services operate efficiently and provide employees with a safe, well-maintained, and professional workplace environment. He/she will also be responsible for supervising the Receptionist and will work closely with employees, internal departments, vendors, contractors, and external service providers to ensure administrative services are delivered according to required standards.

Work Location: Jalan Ahmad Ibrahim
Work hours: Monday - Friday | 7:40am - 5pm
Salary: $3500 - $4000

Company transport provided*

Key Responsibilities

Office & Administrative Operations

• Oversee the day-to-day delivery of administrative and office support services, including:Front-desk and reception operationsEmployee shuttle and bus transportationCafeteria and catering arrangementsPantry inventory and replenishmentOffice furniture sourcing, upkeep, and maintenanceGeneral office administration and support activities
• Coordinate with vendors, contractors, and external service providers to ensure agreed service standards and contractual obligations are met.
• Monitor the quality and effectiveness of outsourced services and take appropriate action to resolve operational concerns and employee feedback.
• Ensure office facilities and related services remain clean, safe, functional, and suitable for employees and visitors.

Procurement & Purchasing Administration

• Manage procurement-related activities for administrative requirements using the SAP Ariba platform.
• Raise and process Purchase Requisitions (PRs) and obtain the necessary approvals in accordance with established procedures.
• Create and issue Purchase Orders (POs) while ensuring compliance with company procurement policies.
• Follow up on outstanding orders and liaise with suppliers to ensure goods and services are delivered within the required timeframe.
• Maintain complete and properly organised procurement records to support internal controls, audits, and compliance requirements.

Contract Staff Administration

• Conduct monthly checks and verification of attendance records for contract employees.
• Review and reconcile attendance submissions to identify and rectify discrepancies before final submission.
• Work with contractors, service providers, and relevant internal stakeholders to resolve attendance-related issues.
• Ensure attendance verification and submission processes are completed accurately and within the prescribed deadlines.

Reporting & Records Management

• Compile and review monthly information relating to the various administrative services and prepare management reports accordingly.
• Maintain up-to-date administrative databases, records, documentation, and filing systems.
• Prepare presentations, reports, and other administrative information requested by management.
• Assist with monitoring administrative expenditure, budgeting activities, and expense tracking.

Receptionist Supervision

• Lead and supervise the Receptionist to ensure the smooth and professional operation of front-office services.
• Provide direction, coaching, and day-to-day support to maintain a high standard of service.
• Monitor performance and ensure administrative responsibilities are completed accurately and efficiently.
• Address operational issues and provide guidance where necessary to maintain service quality.

Process Improvement & Administrative Projects

• Review existing administrative processes and identify opportunities to improve efficiency, service quality, and cost effectiveness.
• Assist with the planning and execution of administrative projects and initiatives as directed by the Administration Manager.
• Contribute to the implementation of company policies, procedures, and administrative standards.
• Support continuous improvement efforts across workplace and administrative services.

Qualifications & Requirements

• Minimum GCE ‘A’ Level qualification or equivalent.
• Diploma, vocational qualification, or other relevant certification in Business Administration, Office Management, or a related field would be advantageous.
• At least 8 to 10 years of relevant experience in office administration, facilities coordination, workplace administration, or a similar administrative management function.
• Prior experience managing vendors, service providers, contracts, and administrative procurement activities.
• Familiarity with SAP Ariba or comparable procurement platforms is preferred.
• Previous experience supervising administrative support personnel or service staff would be an advantage.

---

Submit your application by emailing your updated CV to [email protected]
or
Reach out directly [+65 9247 2216](tel:+65 9247 2216)

Berry Lim | R231117685 | 05C3451