Administrative Support

Key Responsibilities: 1. Employee Lifecycle Administration • Manage end-to-end onboarding, offboarding, and employee transfers for staff and interns in accordance with approved workflows. • Coordinate issuance and recovery of staff passes, access cards, lanyards, locker assignments. • Ensure system access provisioning and deactivation is performed accurately and in a timely manner. • Maintain up-to-date records and trackers to support audit and compliance requirements. 2. Access, Security & Systems Management • Administer CorpPass access, including user access setup, modification, and termination. • Maintain secure and accurate records of access cards, lockers, and system permissions. • Oversee CCTV and security systems servicing and vendor coordination. • Support audits, investigations, and security reviews where required. 3. Office Operations & Facilities Management • Oversee daily office operations to ensure a safe, functional, and well-maintained workplace. • Manage office facilities, including equipment (e.g. vending machines), ensuring timely servicing and maintenance. • Coordinate with cleaning teams, pantry services, and vendors to support daily operations, events, and VIP requirements. • Supervise facilities support staff to ensure service delivery standards are met. 4. Reception, Access & Employee Services Support • Administer employee access requirements such as PSA passes, PSA Vehicle permits, and season parking applications and renewals, ensuring timely processing and accuracy. • Provide reception coverage where required, including visitor management, call handling, and courier coordination – as a coverer. • Serve as a key point of contact for employee administrative enquiries and support. 5. Financial Administration & Vendor Management • Raise and manage purchase requisitions, service POs, and blanket POs for admin related items in accordance with procurement guidelines. • Coordinate billing and payment processing with finance teams, ensuring proper documentation and tracking. • Support vendor sourcing, quotation comparison, and contract coordination. • Assist in budget tracking and cost monitoring for administrative functions. 6. Ticketing & Operational Governance • Manage and monitor administrative ticketing systems to ensure timely response, resolution, and closure of requests. • Escalate issues proactively and coordinate with relevant stakeholders to maintain service standards. • Ensure proper documentation and adherence to internal policies and procedures. 7. Meetings, Events & Executive Support • Support the setup and coordination of training sessions, meetings, and corporate events. • Provide administrative support for senior management meetings, including coordination of logistics and visitor arrangements. • Ensure meeting rooms and training facilities are well-prepared and restored post-usage. 8. Emergency Preparedness & Workplace Safety • Perform designated emergency response roles (e.g. Fire Warden & First Aider) • Support fire drills, evacuation exercises, and emergency preparedness planning. • Promote workplace safety and compliance with relevant regulations. 9. Continuous Improvement & Team Collaboration • Support the Admin Manager in driving office operations improvements and process enhancements. • Provide cross-coverage for administrative functions to ensure continuity of operations. • Contribute to building a responsive, service-oriented administrative team. MUST HAVE: • Diploma or Degree in Business Administration or related discipline. • Minimum 2–4 years of relevant experience in office administration, facilities management, or employee services. • Proven ability to manage multiple operational areas with strong attention to detail. • Experience in vendor coordination, procurement processes, and facilities support will be an advantage. • Strong organisational, communication, and problem-solving skills.