Administrative Manager

13 hours ago

Kallang Bahru, Singapore Industrial & Commercial Facilities Management Pte. Ltd. Full time $60,000 - $120,000 per year

We are seeking a highly organised and proactive Administrative Manager to oversee and manage key administrative functions within our organisation. This is a leadership role that requires 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 Operations team
  • Serve as a liaison between stakeholders' for administrative matters.

1. HR

  • Perform daily check on workers' attendance and to ensure the attendance is approved promptly
  • Maintain up-to-date employee records and documentation.
  • Update new employee's data into app portal
  • Keep track of employee OT
  • Monitor and verify employee 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.
  • Apply on behalf of employee MC, AL into app portal

2. 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

3. 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 comply with company policies.
  • Maintain accurate procurement records and documentation.

3. Finance

  • Ensure recurring and adhoc invoices are sent promptly to external customers
  • Check invoicing are sent with supporting documents
  • Email invoices to external customers and handle any billing enquiries

4. Administrative Leadership

  • Develop and implement administrative systems and policies to improve efficiency.
  • Maintain and updating of department common drive
  • Provide support for audits, reporting, and general compliance as needed.
  • Any adhoc duties assigned

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