Admin & Workspace Manager (Central) - Up to $6000

Salary: Up to $6000

Duration: 1 year contract (renewable)

Location: Bras Basah (walkable distance from Dhoby Ghaut/ Bencoolen MRT)

Working Hours: Monday to Friday, 9am to 6pm

Responsibilities:

Smooth comprehensive office operations

• Lead the SG Admin Team in smooth and comprehensive daily operations. 
• Collaborate closely with support teams (Finance, HR, Procurement, IT). 
• Ensure a conducive and safe workspace through daily checks 
• Manage vendors to maintain a clean and secure workspace. 
• Ensure zero facility downtime and no service disruptions. 
• Continuously optimize systems and workflows, improving work quality.

General Office Daily Operations and Event Support

• Provide backup support on general administrative support, including calendaring meetings, drafting communications, covering the reception desk, ordering pantry and stationary supplies, support on-boarding process, and other administrative tasks. 
• Bookkeeping on transaction records, event expenses, and daily operation budget; exercise office inventory control. 
• Provide event supports, including researching and negotiating with event vendors, working on events logistics, and performing duties required to maintain the smooth running of each event.
• Conduct workplace survey and provide data analysis report 
• Provide general administrative support to certain executives on an as-needed basis. 
• Other admin projects and duties as assigned.

Internal systems and platform implementation

• Extract, integrate, and analyze administrative data to optimize strategies

Office space planning and project management

• Develop office space planning strategies and identify renovation project requirements and other corporate governance items. 
• Design decision-making processes to capture renovation needs from employees. 
• Evaluate project data in line with company policies, industry practices, and local regulations. 
• Communicate project details to upper management and address concerns. 
• Coordinate with design professionals and contractors to meet time, cost, and quality constraints.

Vendor management and procurement

• Source and screen new vendors in collaboration with the procurement team. 
• Manage the bidding process according to project requirements and company policy. 
• Evaluate vendor quotations and recommend contract awards based on quality, delivery, and cost. 
• Review vendor contracts with upper management, legal, and finance teams. 
• Support with procurement and vendor management, sourcing, and invoicing process. 
• Provide transactional support to admin team members across offices, including routing internal signatures, comparing documents, managing internal approvals, and provide status updates on different projects.

Culture communication and branding

• Develop and implement communication and engagement plans to enhance Admin & Workplace brand awareness. 
• Align practices with a multi-cultural environment. 
• Foster brand loyalty and service professionalism.

Budget management

• Work with finance on the budget planning with the priorities of operation such as cross BU charge principles, budget allocation method, and etc. to ensure the operation deliverable 
• Ensure accurate OPEX/CAPEX and accrual records, prompt invoice payment

Travel Desk

• Work with HQ Travel Team on travel policy and guidelines, be able to effectively roll out new initiatives cross BUs in all oversea regions. 
• Lead the overseas Travel Team to support overseas staff's travel enquires, familiar with company booking platform and give clear and correct instruction on time 
• Coordinate with internal team (procurement team/finance/HR) for new vendor onboarding as well as daily operation such as process payment to vendors 
• First point of contact with travel vendors, support employees profile setup, verify invoice, system testing etc.

Requirements:

• Bachelor’s degree in facilities management, business management, or a related field 
• Minimum of 3 years of experience in facility management, general administrative and office event services, or workspace management. 
• Experience providing administrative support in a fast-paced environment. 
• Strong organizational skills and exceptional attention to detail. 
• Ability to independently manage cross-department coordination and execute tasks effectively.  High personal integrity, resilience, and a positive attitude. 
• Ability to successfully balance multiple priorities and the capacity to remain calm under pressure.
• Capacity and readiness to work both independently and with a team to meet deadlines and drive tasks to completion. 
• Desire to develop and grow in a continually evolving work environment and be comfortable navigating through new, complex situations. 
• Proactive and possess a willingness to continually improve processes. 
• Strong commitment to providing outstanding service to a diverse group of internal teams and the Company’s vendors.
• Proficient in English and Mandarin as have to liaise with China counterparts

PERSOLKELLY Singapore Pte Ltd • RCB No. 200007268E • EA License No. 01C4394
R1435126 (Aw Yu Chen)