ADMIN MANAGER
Responsibilities
1. Corporate Administration & Office Operations
Oversee the day-to-day administrative operations of the Singapore head office.
Establish, maintain and improve internal administrative procedures and workflows.
Coordinate administrative matters between head office, project sites and management.
Supervise and guide administrative and site administrative staff.
Manage correspondence, documentation, filing and corporate records.
Prepare internal notices, reports, letters, forms and other administrative documents.
Monitor management instructions, action items, deadlines and follow-ups.
Handle confidential corporate and management information.
Liaise with consultants, suppliers, landlords, service providers and other external parties.
2. Corporate Secretarial & Compliance
Coordinate corporate secretarial matters with the appointed corporate secretarial firm.
Coordinate AGM, directors' and shareholders' resolutions and other corporate documentation.
Maintain corporate records, statutory registers and company information.
Coordinate board and corporate approval documentation.
Assist with the Register of Registrable Controllers (RORC), Register of Nominee Directors (ROND) and Register of Nominee Shareholders (RONS), where applicable.
Monitor statutory filing and corporate compliance deadlines.
Coordinate execution and signing of corporate documents.
Follow up with the corporate secretarial firm on outstanding compliance matters.
3. BCA & Contractor Registration
Manage and coordinate BCA registration, renewal and upgrading requirements.
Coordinate Contractors Registration System (CRS) matters and supporting documentation.
Maintain the company's BCA workhead registrations, licences and regulatory certifications.
Coordinate documentation relating to CW02 registration and support the company's CW02 Grade A2 registration, renewal and upgrading process.
Compile financial, manpower, project and technical information required for regulatory submissions.
Liaise with BCA, consultants and relevant parties on applications and clarifications.
Monitor registration validity and renewal deadlines.
4. ISO, GGBS & Management Systems
Coordinate ISO management system audits and certification activities.
Prepare and organise documentation and evidence for internal and external audits.
Coordinate with auditors, consultants and relevant departments.
Track audit findings, observations and corrective actions.
Coordinate Green and Gracious Builder Scheme (GGBS) certification and renewal.
Maintain certification records and monitor audit and renewal deadlines.
5. Project & Joint Venture Administration
Provide corporate and administrative support to construction, engineering and joint venture projects.
Coordinate requirements between project sites, head office, management and JV partners.
Prepare and coordinate project-related corporate documents, letters, forms and submissions.
Coordinate documentation requested by clients, consultants and JV partners.
Support project mobilisation and ongoing project administration.
Coordinate management approvals, authorisations and execution of project and JV documentation.
Support major infrastructure, tunnelling, underground construction, pipe-jacking and maintenance projects.
6. Overseas Deployment & Business Travel
Coordinate administrative arrangements for employees deployed to overseas projects.
Support visa, work authorisation and immigration-related documentation.
Arrange flights, accommodation, transportation and travel itineraries.
Prepare supporting letters and company documents for overseas authorities.
Coordinate deployment schedules and long-term assignments for engineering personnel.
Maintain travel and deployment records.
7. IT, Systems & Cybersecurity Coordination
Coordinate general office IT, network, server and system administration with external IT providers.
Manage IT vendor relationships and coordinate troubleshooting, maintenance and upgrades.
Coordinate computers, hardware, software, network infrastructure and system access.
Manage user accounts, access controls and company system permissions.
Support the company's internal OA/workflow management system.
Coordinate cybersecurity, information security, backup and data protection requirements.
Follow up on system vulnerabilities, security issues and corrective actions.
8. Facilities & Asset Management
Maintain company asset registers and records for office, IT and other equipment.
Coordinate asset allocation, transfer, handover, repair, replacement and disposal.
Oversee office facilities, maintenance and workplace services.
Liaise with building management and service providers.
Coordinate cleaning, utilities, telecommunications, maintenance and access arrangements.
Manage office keys, access cards and workplace access requirements.
9. Procurement & Vendor Management
Source suppliers and service providers for office and operational requirements.
Obtain and compare quotations and coordinate internal approvals.
Manage vendor relationships, contracts and service agreements.
Monitor vendor performance and resolve service issues.
Coordinate contractors for repair, maintenance, renovation, dismantling and reinstatement works.
10. Insurance, Leasing & Office Projects
Coordinate corporate, project, vehicle and business travel insurance matters.
Liaise with insurance brokers and insurers on renewals, documentation and claims.
Monitor insurance policy expiry dates and maintain insurance records.
Coordinate office leasing, renewal and relocation matters.
Liaise with landlords, property agents and building management.
Coordinate office renovation, reinstatement, relocation and related contractors.
11. Payment & Expense Administration
Review vendor invoices and supporting documents.
Coordinate payment submissions and management approvals.
Follow up on missing documentation and outstanding payment matters.
Coordinate recurring office and service-related payments.
Liaise with Finance regarding administrative expenses and vendor payments.
12. Management Support & Internal Controls
Provide direct administrative support to senior management.
Prepare information and documentation for management decision-making.
Follow up with departments on management instructions and action items.
Identify administrative risks, upcoming deadlines and compliance requirements.
Develop and improve administrative procedures, workflows and internal controls.
Standardise administrative documentation and approval processes.
Support corporate events, CSR initiatives and employee activities.
Handle ad-hoc and confidential matters assigned by management.
Requirements
Diploma or Degree in Business Administration, Business Management, Corporate Services, Construction Management or a related discipline.
Minimum 5–8 years of relevant experience in administration, corporate services, operations or a similar management role.
Experience in the Singapore construction or engineering industry will be highly advantageous.
Familiarity with BCA / CRS registration and contractor licensing requirements is strongly preferred.
Experience coordinating ISO audits, GGBS or other management system certifications will be an advantage.
Experience working with corporate secretarial firms and handling corporate documentation.
Strong organisational, coordination and follow-up skills.
Good written and verbal communication skills.
Proficient in Microsoft Office and general business systems.
Comfortable coordinating with senior management, project teams, government agencies, consultants, vendors and external service providers.
Able to handle confidential information with discretion.
Independent, responsible, detail-oriented and able to manage multiple priorities.
Hands-on and willing to take ownership of both routine and ad-hoc matters.
We Are Looking For
The ideal candidate is a strong all-rounder who can independently manage corporate administration and coordinate multiple support functions.
You should be comfortable working across departments, following up on deadlines, dealing with external parties and solving operational issues without constant supervision. Experience in a construction or engineering environment, particularly involving BCA, corporate compliance, project administration and management systems, will be a significant advantage.
What We Offer
A broad and important role with direct exposure to senior management.
Opportunity to work across corporate, project and operational functions.
Exposure to major construction, engineering and infrastructure projects.
A dynamic environment with opportunities to improve and develop company processes.