Administration Specialist
Your tasks
Position Summary The Admin Specialist is responsible for the daily administrative operations and employee support services of the Singapore office. This role ensures efficient front desk management, workplace operations, office services, visitor reception, office supply management, travel coordination, event support, and administrative expense processing. The position plays an important role in maintaining a professional workplace environment and delivering a positive employee and visitor experience.
- Front Desk & Reception Services
- Provide daily administrative support and respond to employee and visitor inquiries.
- Coordinate visitor registration, access arrangements, and reception activities.
- Maintain reception areas and ensure a professional office environment.
- Manage visitor access cards and reception logistics.
- Workplace & Office Operations
- Manage front desk operations, including visitor reception, telephone handling, and mail/courier distribution.
- Coordinate with property management and building service providers on office-related matters.
- Manage meeting room operations and workspace arrangements.
- Oversee office facilities, equipment maintenance, repairs, and preventive maintenance schedules.
- Coordinate office environment enhancements, including plants, common areas, and workplace experience
initiatives.
- Support company seals, business cards, and administrative documentation management.
- Office Supplies & Pantry Management
- Manage office supply procurement, inventory control, and replenishment.
- Coordinate purchase and distribution of office equipment and consumables.
- Manage pantry supplies, beverages, snacks, and related vendor services.
- Monitor inventory levels and optimize purchasing efficiency and costs.
- Ensure pantry and common areas remain organized and well maintained.
- Visitor & Travel Coordination
- Coordinate local and overseas visitor arrangements and reception activities.
- Support executive visits, business meetings, and site tours.
- Assist employees with travel-related administrative support, including hotel and transportation
arrangements.
- Manage preferred hotel partners and travel-related resources.
- Prepare business invitation letters and travel support documentation when required.
- Employee Activities & Event Support
- Support planning and execution of company events and office activities.
- Coordinate vendors, venue arrangements, event logistics, procurement, and onsite support.
- Prepare event communications and attendance records.
- Track event budgets, process payments, and manage reimbursements.
- Support employee experience initiatives and workplace culture programs.
- Administrative Expense & Vendor Management
- Process invoices, expense claims, payment requests, and vendor settlements.
- Maintain accurate administrative records and documentation.
- Support budget tracking and cost control activities.
- Coordinate with internal stakeholders and vendors to ensure service quality and timely issue resolution.
- Ensure compliance with company policies and administrative procedures.
- General Administrative Support
- Assist with expatriate accommodation and related administrative arrangements.
- Manage company gifts, inventory records, and distribution activities.
Qualifications
- Support company vehicle administration, parking management, and transportation coordination.
- Support business registrations, licenses, memberships, and corporate documentation updates.
Requirements
- Maintain administrative processes, knowledge base documentation, and operational records.
- Bachelor's degree or above in Business Administration, Administrative Management, Hospitality
Management, Biomedical Sciences, or a related field.
- Minimum 2 years of experience in office administration, workplace operations, or related functions.
- Experience in front desk operations, office management, event coordination, and vendor management is
preferred.
- Strong organizational, multitasking, and cross-functional collaboration skills.
- Strong customer service mindset with a proactive and service-oriented approach.
- Ability to work effectively in a fast-paced and dynamic environment while managing multiple priorities.
- Proficient in Microsoft Office applications and other standard office software.
- Excellent written and verbal communication skills in both English and Chinese.