Job Description

Job Overview:

We are seeking a proactive, highly organized, and detail-oriented Office Administrator & Operations Specialist to join our team in Singapore. In this role, you will be the backbone of our daily office operations, ensuring a seamless working environment for local staff, regional counterparts, and leadership.

You will manage facility operations, vendor relations, procurement, travel logistics, and basic finance and HR coordination, while serving as a key liaison between our Singapore office and regional/headquarter teams.

Key Responsibilities

1. Daily Office Operations & Facility Management

Proactively identify, report, and resolve day-to-day office issues.
Serve as the primary point of contact for external vendors, building management, and maintenance service providers.
Ensure a clean, safe, organized, and fully functional workplace environment at all times.

2. Office Supplies & Asset Management

Oversee procurement, inventory tracking, and stock replenishment for office supplies and pantry amenities.
Maintain the company's fixed-asset registry and conduct periodic audits on hardware, furniture, and office equipment.

3. Finance & Expense Support

Partner closely with the Finance team to process vendor invoices, payments, expense claims, and employee reimbursements in a timely manner.
Help clarify and allocate cross-departmental cost ownership for administrative expenditures.

4. Travel & Logistics Coordination

Manage end-to-end travel logistics for local team members and visiting executives, including flights, accommodation, visas, and itineraries.
Assist team members with post-travel expense reporting and reconciliation.

5. Onboarding / Offboarding & IT Coordination

Facilitate administrative onboarding workflows for new hires (desk allocation, welcome kits, access cards).
Coordinate offboarding logistics for exiting employees.
Work with the regional IT support team to manage hardware setup, device deployment, and remote-access troubleshooting.

6. Cross-Functional & Regional Collaboration

Act as the primary administrative bridge connecting local operations with headquarter and regional teams across HR, Finance, IT, and Business units.
Support local employee engagement initiatives and company culture activities.

7. Calendar-Driven Operations & Events

Plan, prepare, and execute seasonal and recurring initiatives (e.g., festive/holiday gifting, year-end parties, annual budget preparation, period-end closings).
Maintain accurate operational logs, records, and standard operating procedures (SOPs).

8. Ad-hoc Duties

Perform other ad-hoc administrative or operational duties as assigned to support business continuity and growth.

Requirements & Qualifications

Education: Diploma or Bachelor's degree in Business Administration, Hospitality, Human Resources, or a related field.
Experience: 3+ years of experience in office administration, corporate operations, or facility management within a fast-paced or multinational corporate environment in Singapore.
Vendor Management: Proven track record in vendor sourcing, negotiation, and contract oversight.
Technical Skills: Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Teams) and modern office/expense management software (e.g., Concur, Workday, or SAP).
Communication: Excellent verbal and written English communication skills; ability to collaborate effectively with cross-border and cross-functional teams.
Personal Attributes: Strong problem-solving mindset, high attention to detail, adaptability, and the ability to work independently with minimal supervision.

What We Offer