- Clementi West Region (Singapore) Singapore
Full Time Senior Office Administrator Jobs, Salary up to SGD 4,500 in Bureau Veritas West Region (Singapore) - Maukerja
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Job Description
Responsibilities
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.
Manage and assist for office gift, get-well hampers delivery to colleagues
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.
Support workplace projects, fit-out coordination, landlord engagement, and site readiness activities.
Drive initiatives to enhance employee and visitor experience, workplace sustainability, and operational efficiency.
7. Continuity, Backup, and Process Improvement
Develop and maintain SOPs, work instructions, trackers, and administrative calendars.
Identify process gaps, recurring issues, and control weaknesses; implement continuous improvements.
Maintain a structured incident management and follow-up process.
Prepare periodic reports and dashboards covering service performance, complaints, compliance status, and operational metrics.
Ensure cross-coverage and continuity planning for critical office operations.
Establish and maintain clear Singapore-based backup coverage to ensure uninterrupted operations.
Authority and Boundaries
The role owns office administration and workplace coordination processes within delegated authority.
The role does not replace specialist ownership held by HR, Finance, IT, HSSE, Privacy/DPO, or regulatory functions unless explicitly delegated.
The role is authorised to escalate service, safety, compliance, or continuity issues beyond delegated authority.
Qualifications and Experience
Diploma or Degree in Business Administration, Office Management, Facilities Management, Hospitality, Workplace Operations, or a related discipline.
Minimum 3-5 years of relevant experience in office administration, workplace operations, or facilities coordination.
Proven experience in SOP development, vendor management, workplace services, and records control.
Experience in procurement, budget tracking, and workplace improvement initiatives is preferred.
Familiarity with Singapore workplace regulatory environment (e.g., WSH, fire safety coordination, landlord/JTC processes, PDPA awareness) is preferred.
Proficiency in Microsoft Office and relevant ERP/procurement systems.
Core Competencies
Strong ownership and accountability
High service orientation and stakeholder management capability
Structured, organised, and detail-oriented
Effective communication and interpersonal skills
Ability to manage multiple priorities in a fast-paced environment
Practical problem-solving and sound escalation judgment
High level of integrity, confidentiality, and professionalism
Continuous improvement mindset
Ability to collaborate across functions without direct authority
Success Measures / KPIs
Service requests delivered within agreed SLAs
No overdue permits, licences, renewals, or critical submissions
Timely resolution of complaints with proper tracking and closure
Accurate and audit-ready records and registers
Vendor performance effectively monitored and managed
Office budget managed within agreed tolerance
Positive stakeholder satisfaction and workplace experience feedback
Effective reporting and visibility of workplace operations metrics
Critical processes supported by up-to-date SOPs and continuity plans
BUREAU VERITAS SINGAPORE PTE. LTD.
Bureau Veritas is an international group with a core business of conformity assessment, applied in the areas of quality, health, safety, environment and social accountability. Founded in 1828, Bureau Veritas currently has over 64,000 employees globally spread across 1,330 offices in 140 countries. Bureau Veritas is listed in the Paris Stock Exchange and is recognized and accredited by large national and international bodies. Today, Bureau Veritas serves more than 400,000 customers throughout the world.
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.
Manage and assist for office gift, get-well hampers delivery to colleagues
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.
Support workplace projects, fit-out coordination, landlord engagement, and site readiness activities.
Drive initiatives to enhance employee and visitor experience, workplace sustainability, and operational efficiency.
7. Continuity, Backup, and Process Improvement
Develop and maintain SOPs, work instructions, trackers, and administrative calendars.
Identify process gaps, recurring issues, and control weaknesses; implement continuous improvements.
Maintain a structured incident management and follow-up process.
Prepare periodic reports and dashboards covering service performance, complaints, compliance status, and operational metrics.
Ensure cross-coverage and continuity planning for critical office operations.
Establish and maintain clear Singapore-based backup coverage to ensure uninterrupted operations.
Authority and Boundaries
The role owns office administration and workplace coordination processes within delegated authority.
The role does not replace specialist ownership held by HR, Finance, IT, HSSE, Privacy/DPO, or regulatory functions unless explicitly delegated.
The role is authorised to escalate service, safety, compliance, or continuity issues beyond delegated authority.
Qualifications and Experience
Diploma or Degree in Business Administration, Office Management, Facilities Management, Hospitality, Workplace Operations, or a related discipline.
Minimum 3-5 years of relevant experience in office administration, workplace operations, or facilities coordination.
Proven experience in SOP development, vendor management, workplace services, and records control.
Experience in procurement, budget tracking, and workplace improvement initiatives is preferred.
Familiarity with Singapore workplace regulatory environment (e.g., WSH, fire safety coordination, landlord/JTC processes, PDPA awareness) is preferred.
Proficiency in Microsoft Office and relevant ERP/procurement systems.
Core Competencies
Strong ownership and accountability
High service orientation and stakeholder management capability
Structured, organised, and detail-oriented
Effective communication and interpersonal skills
Ability to manage multiple priorities in a fast-paced environment
Practical problem-solving and sound escalation judgment
High level of integrity, confidentiality, and professionalism
Continuous improvement mindset
Ability to collaborate across functions without direct authority
Success Measures / KPIs
Service requests delivered within agreed SLAs
No overdue permits, licences, renewals, or critical submissions
Timely resolution of complaints with proper tracking and closure
Accurate and audit-ready records and registers
Vendor performance effectively monitored and managed
Office budget managed within agreed tolerance
Positive stakeholder satisfaction and workplace experience feedback
Effective reporting and visibility of workplace operations metrics
Critical processes supported by up-to-date SOPs and continuity plans
BUREAU VERITAS SINGAPORE PTE. LTD.
Bureau Veritas is an international group with a core business of conformity assessment, applied in the areas of quality, health, safety, environment and social accountability. Founded in 1828, Bureau Veritas currently has over 64,000 employees globally spread across 1,330 offices in 140 countries. Bureau Veritas is listed in the Paris Stock Exchange and is recognized and accredited by large national and international bodies. Today, Bureau Veritas serves more than 400,000 customers throughout the world.
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