Administration Specialist

Key Responsibilities

• Site Administration & Workplace Operations
  • Manage the day-to-day administration and workplace operations of the sites.
  • Coordinate office and workplace services, including common areas, canteen services, workplace amenities, and general site facilities.
  • Ensure administrative matters are followed up and resolved in a timely and effective manner.
  • Establish and maintain practical administrative procedures and records to support smooth site operations.
• Vendor & Contract Management
  • Manage day-to-day relationships with administrative and workplace service vendors.
  • Obtain and evaluate quotations, coordinate service arrangements, monitor service quality, and follow up on issues.
  • Maintain appropriate records of vendor agreements, service contracts, renewals, and performance.
  • Identify opportunities to improve service quality and operational efficiency.
• Budget & Cost Management
  • Support the preparation and monitoring of the site administration budget.
  • Monitor administrative expenses and ensure spending is properly controlled and supported by appropriate documentation.
  • Review vendor costs and service arrangements to achieve reasonable value while maintaining required service standards.
• Employee & Workplace Services
  • Coordinate employee-facing workplace services and administrative facilities.
  • Work with relevant departments to address workplace requirements and improve the overall employee experience.
  • Support site activities, employee engagement events, meetings, and other workplace arrangements where required.
• HR & Cross-Functional Coordination
  • Work closely with HR to establish a clear division of responsibilities between Administration and HR.
  • Take ownership of administrative matters within the agreed scope following the Admin-HR role alignment.
  • Coordinate with Finance, IT, EHS, Operations, and other relevant functions on site administrative requirements.
• Site Events, Visitors & Compliance Support
  • Coordinate visitor arrangements, meetings, site events, and other administrative activities.
  • Provide administrative support for company activities, audits, inspections, and other operational requirements.
  • Maintain relevant administrative records and support basic statutory, regulatory, and site compliance requirements within the scope of the role.
• Process Improvement
  • Develop simple, practical, and reliable administrative processes that can support the Company’s growth.
  • Identify recurring operational issues and recommend practical improvements.
  • Promote a well-organized and professional workplace environment.

Requirements

• Diploma or Degree in Business Administration, Facilities Management, Office Management, or a related discipline is preferred.
• Relevant experience in administration, office management, facilities, workplace services, or site operations.
• Experience in vendor coordination, budget monitoring, contract administration, and workplace services.
• Experience in a manufacturing, engineering, semiconductor, or industrial environment will be an advantage.
• Good organizational, coordination, and follow-up skills.
• Able to manage multiple priorities and work independently with appropriate guidance.
• Strong communication and interpersonal skills with the ability to work effectively with employees, management, vendors, and external parties.
• Proficient in Microsoft Office applications and comfortable working with administrative systems and records.
• A practical, hands-on approach to problem-solving with strong ownership and accountability.
• Willing to work in East Region/Changi North Crescent.
• Willingness to travel or undertake occasional business assignments to the Company’s other sites/subsidiaries, including Malaysia, based on operational and business requirements.