Senior Office Administrator

Role Purpose The Senior Office Administrator is the single accountable coordinator for workplace services and office-premises administration in Singapore, operating within delegated authority. The role ensures smooth, safe, compliant, and efficient office operations, delivers high-quality stakeholder support, and enables effective coordination with internal functions and external parties. The incumbent owns office administration and premises coordination processes and works closely with HR, Finance, IT, HSSE, Data Privacy, landlord/building management, and relevant authorities to ensure operational excellence, regulatory compliance, and business continuity. The role also maintains a defined workplace service catalogue, including scope boundaries, service ownership, and service levels. Key Accountabilities 1. Workplace Operations and Service Delivery Manage day-to-day office and premises operations to ensure a professional, safe, and service-oriented workplace. Coordinate front-of-house and workplace support services, including reception, enquiries, visitor handling, deliveries, meeting/event support, room readiness, and workplace logistics. Administer office supplies, consumables, equipment inventories, and service requests. Coordinate maintenance, repairs, and service follow-up for office systems, equipment, furnishings, and workplace assets. Maintain workplace service schedules, checklists, SOPs, and service standards. 2. Stakeholder and Complaint Management Serve as the central coordination point for employee, visitor, vendor, landlord, and internal stakeholder queries related to workplace services. Maintain a service request and complaint log, including issue classification, ownership, timelines, escalation status, and closure evidence. Define and manage Service-Level Agreement (SLA) for workplace services. Escalate unresolved, recurring, or high-risk issues to the appropriate function owner and management. 3. Premises Governance, Records, and Compliance Administration Maintain a comprehensive premises compliance register, including contacts, permits, licences, approvals, renewals, landlord/authority submissions, and service certifications. Coordinate Singapore-specific regulatory requirements, including workplace safety (WSH), fire safety coordination (SCDF/ERP where applicable), landlord/JTC-related submissions, and related compliance obligations. Coordinate implementation and record-keeping for workplace policies, office rules, access control, visitor processes, and administrative governance requirements. Ensure proper handling, retention, and disposal of records (e.g., visitor logs, access records, contractor data) in alignment with PDPA and company data privacy policies, in coordination with the Data Protection Officer. Maintain audit-ready documentation for internal reviews, audits, and inspections by authorities or landlords. 4. Safety, Security, Emergency Readiness, and Business Continuity Coordinate office-level implementation of safety, security, emergency preparedness, and business continuity arrangements in collaboration with HSSE and relevant stakeholders. Maintain emergency contact lists, readiness actions, occupancy information, and related records. Support coordination of emergency drills, readiness activities, and follow-up actions where applicable. Ensure effective administration of access control, visitor screening, and contractor management processes. Maintain incident and risk logs, including root cause analysis, corrective actions, and closure tracking. Escalate safety, security, or compliance concerns promptly to the appropriate owners. 5. Vendor, Contract, and Financial Administration Coordinate vendor onboarding, service delivery, performance monitoring, and contract administration. Maintain a vendor and contract register, including scope, tenure, KPIs, renewal timelines, and performance history. Support PR/PO processing, goods/services receipt coordination, invoice readiness, and spend tracking. Monitor office-related expenditure and ensure alignment with approved budgets. Operate within defined financial delegation of authority (DOA) and escalate approvals as required. Identify opportunities for cost efficiency and service improvement. 6. Space, Workplace Projects, and User Experience Coordinate space planning, seating arrangements, office moves, and workspace allocation. Administer workspace and meeting room booking governance, including utilisation practices and issue resolution. S…