Lead Officer, Administration

[What the role is]

[What you will be working on]

Key Responsibilities

Front Desk & Guest Service
• Greet and welcome visitors in a courteous and professional manner.
• Manage incoming calls to the general line and manage common mailbox; direct them to the appropriate personnel.
• Direct visitors/guests and ensure security procedures are followed.
• Handle walk-in enquiries.

Mailroom & Logistics
• Manage incoming and outgoing mails, including courier arrangements.
• Perform mailroom operations such as franking of outgoing mails and sorting of internal mail.

Corporate Services
• Maintain the reception area and meeting rooms in a tidy and organized condition.
• Manage office supplies inventory, including ordering and replenishment of supplies.
• Oversee housekeeping of office pantries and appliances on all floors, including but not limited to the upkeep of the fridge and the management of the pantry supplies.
• Maintain and distribute corporate items such as stationery and corporate T-shirts.

Procurement & Inventory Management
• Manage online ordering for office supplies (e.g. biscuits, first aid items, stationery, copier paper, name cards, name tags).
• Raise purchase requests and place orders with vendors via GeBIZ.
• Support procurement-related activities, including monitoring payment schedules and processing payments in Workday.

Asset & Access Management
• Monitor and manage issuance and return of vendor passes.
• Manage booking, issuance, and return of corporate cards.

Vendor Coordination & Reporting
• Liaise with vendors and service providers for office maintenance and operational services (e.g. aircon servicing, pantry supplies, office cleaning).
• Coordinate servicing schedules and follow up on outstanding requests.

Reporting & Records Management
• Maintain accurate and up-to-date records and logs for administrative activities, including mail, inventory, procurement, vendor passes, and corporate card usage.
• Prepare periodic operational reports (e.g. inventory usage, procurement status, payment tracking, and vendor service logs).
• Ensure proper documentation and e-filing of invoices, purchase orders, and supporting documents in accordance with organisational procedures.
• Support audits and internal checks by ensuring completeness and accuracy of records.

Process Coordination & Improvement
• Serve as the primary point of contact for front desk, mailroom, office administration, and procurement-related processes.
• Coordinate and ensure smooth end-to-end execution of assigned processes, including follow-ups with internal stakeholders and vendors.
• Monitor operational processes and identify opportunities for process improvement to enhance efficiency, service quality, and user experience.

General Corporate Support
• Provide corporate support including photocopying, e-filing, data entry, and system updates.
• Undertake other ad hoc duties or projects as assigned by the supervisor.
 

[What we are looking for]

Requirements

• Minimum GCE 'O' Level or Diploma in Business Administration or equivalent.
• 1–3 years of relevant experience in front desk, administrative, or operations support roles preferred. Fresh candidates with relevant internship experience are welcome to apply.
• Good communication and interpersonal skills with a customer-oriented mindset.
• Proficient in Microsoft Office applications (Word, Excel, Outlook).
• Organised, detail-oriented, and able to multitask in a fast-paced environment.
• Familiarity with procurement systems (e.g. GeBIZ) and HR/finance systems (e.g. Workday) is an advantage.
• Presents a professional image and maintains a courteous, service-oriented demeanour.

This is a 2-year contract with the possibility of renewal.

We regret that only shortlisted candidates will be notified.