The posting
*Position:* Assistant Administration Manager
*Department:* Administration & Operations
*Location:* Singapore
*Reports To:* APAC CFO
## 1. Job Summary
The Assistant Administration Manager is responsible for supporting the smooth and efficient operation of the company's office and administrative functions. The role oversees daily office administration, facilities management, travel arrangements, vendor coordination, and administrative support for HR and finance-related activities.
The successful candidate should be well-organised, proactive, and capable of managing multiple responsibilities while ensuring compliance with company policies and local regulatory requirements.
## 2. Key Responsibilities
### A. Office Administration & Operations
- Oversee daily office administration and ensure the office operates efficiently.
- Establish and maintain administrative procedures, policies, and documentation.
- Manage office supplies, equipment, stationery, and inventory.
- Maintain proper filing systems and ensure accurate and timely record-keeping.
- Coordinate office maintenance, repairs, and facilities-related matters.
- Manage office access cards, meeting rooms, courier services, and other general administrative requirements.
- Identify opportunities to improve administrative processes and operational efficiency.
### B. Human Resources & Work-Pass Administration
- Coordinate recruitment administration, employee onboarding, and offboarding activities.
- Assist with the preparation and maintenance of employment contracts, employee records, and HR documentation.
- Coordinate work-pass applications, renewals, cancellations, and related documentation for Employment Pass, S Pass, and Work Permit holders, liaising with relevant authorities and service providers where required.
- Maintain employee leave records and assist with attendance and other HR administrative matters.
- Coordinate employee welfare activities, staff engagement programmes, and internal events.
- Ensure HR documentation is maintained accurately and handled confidentially.
### C. Travel & Accommodation Arrangements
- Coordinate domestic and overseas business travel arrangements for employees and management.
- Arrange flight bookings, hotel accommodation, airport transfers, and other travel requirements.
- Assist with visa applications and travel documentation where necessary.
- Coordinate travel itineraries and ensure arrangements comply with company policies.
- Support travel expense documentation and follow up on related administrative matters.
### D. Vendor & Facilities Management
- Coordinate with building management, landlords, contractors, and external service providers.
- Obtain quotations, coordinate purchases, and monitor vendor service quality.
- Manage office-related contracts, subscriptions, and service agreements.
- Monitor office expenses and identify opportunities for cost savings.
- Ensure office facilities and equipment are properly maintained.
### E. Finance & Procurement Administration
- Assist with purchase requisitions, purchase orders, invoice processing, and payment follow-ups.
- Coordinate with the finance team on administrative expenses and supporting documentation.
- Monitor office-related expenditure against approved budgets.
- Maintain records of purchases, invoices, contracts, and vendor information.
- Support internal audits and ensure administrative records are complete and accessible.
### F. Management & Regional Office Support
- Provide administrative support to management and regional teams as required.
- Coordinate meetings, prepare meeting materials, and record meeting minutes when necessary.
- Organise company events, training sessions, business visits, and internal activities.
- Liaise with headquarters, regional offices, and external stakeholders on administrative matters.
- Prepare administrative reports and updates for management review.
- Undertake other duties and projects as assigned by management.
## 3. Job Requirements
- Diploma or degree in Business Administration, Office Management, Human Resources, or a related discipline.
- Minimum 3–5 years of relevant experience in office administration, operations, or a similar role.
- Prior experience in a multinational company or regional office environment would be an advantage.
- Familiarity with Singapore employment regulations and work-pass administration.
- Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
- Experience coordinating travel arrangements, vendors, procurement, and office facilities.
- Strong organisational, communication, and interpersonal skills.
- Good written and spoken English; proficiency in Korean or other Asian languages would be an advantage.
- Able to work independently, manage multiple priorities, and meet deadlines.
## 4. Key Competencies
- Strong organisational and administrative skills.
- Proactive approach to problem-solving.
- Attention to detail and accuracy.
- Effective communication and stakeholder management.
- Good time management and prioritisation.
- Ability to handle confidential information professionally.
- Strong sense of responsibility and accountability.
## 5. Performance Indicators (KPIs)
Performance may be evaluated based on the following:
- Efficiency and timeliness of administrative support.
- Accuracy and completeness of administrative and HR records.
- Timely coordination of travel arrangements and work-pass documentation.
- Effective vendor management and office cost control.
- Compliance with company policies and relevant local requirements.
- Responsiveness to internal stakeholders and management requests.
- Successful coordination of office activities and events.
