Administrative Manager

1 day ago


Singapore Industrial & Commercial Facilities Management Pte Ltd -ICFM Full time

We are seeking a highly organized and proactive Administrative Manager to oversee and manage key administrative functions within our organization. This is a leadership role requiring attention to detail, excellent communication skills, and the ability to manage multiple responsibilities in a fast-paced environment.

Responsibilities

  • Provide day-to-day administrative support and work closely with the Operations team.
  • Serve as a liaison between stakeholders on administrative matters.

HR

  • Perform daily checks on attendance to ensure timely approval.
  • Maintain up-to-date employee records and documentation.
  • Keep track of employee overtime (OT).
  • Monitor and verify attendance and working hours.
  • Check the daily attendance tracking system and ensure timely submission and accuracy.
  • Generate and submit regular reports to management regarding workforce attendance and productivity trends.
  • Handle leave applications (e.g., MC, AL) in the app portal on behalf of employees.

Operations

  • Submission of staff expenses and petty cash claims.
  • Prepare monthly integrated Facilities Management (IFM) schedule for sites.
  • Prepare and consolidate inspection reports and supporting documentation for processing of invoices.
  • Assist with submission of data for sustainability reporting.

Procurement Oversight

  • Manage and coordinate the procurement of office supplies, equipment, and services.
  • Develop and maintain relationships with vendors and suppliers.
  • Ensure all purchases are cost-effective, timely, and compliant with company policies.
  • Maintain accurate procurement records and documentation.

Finance

  • Ensure recurring and ad-hoc invoices are sent promptly to external customers.
  • Check that invoices are sent with supporting documents.
  • Email invoices to external customers and handle billing inquiries.
  • Develop and implement administrative systems and policies to improve efficiency.
  • Maintain and update the department common drive.
  • Provide support for audits, reporting, and general compliance as needed.
  • Any ad-hoc duties assigned.

Qualifications

  • Diploma/Degree in Business Administration or a related field.
  • Relevant work experience in facilities management is an advantage.
  • Excellent communication and interpersonal skills.
  • Strong organizational abilities and attention to detail.
  • Ability to multitask and perform well under pressure.
  • MS Office knowledge is essential.

To know more about us, please visit our website at: icfm.com.sg .

We regret that only shortlisted candidates will be notified.

Seniority level

  • Mid-Senior level

Employment type

  • Full-time

Job function

  • Administrative, Human Resources, and Finance

Industries

  • Facilities Services and Real Estate
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