Job Overview
We are seeking a highly skilled and strategic Head of Admin & Procurement to oversee the administrative functions and procurement operations for our Singapore office. The ideal candidate will be responsible for managing office administration, file management, procurement processes, and visa-related activities, ensuring seamless operations and compliance with company policies and legal requirements.
Key Responsibilities
Office Administration:
- Oversee all office administrative functions, including facilities management, office supplies, and vendor management.
- Ensure the office environment is safe, productive, and conducive to employee well-being.
- Coordinate office maintenance and improvements.
Procurement Management:
- Develop and implement effective procurement strategies for sourcing office supplies, equipment, and services.
- Negotiate contracts with suppliers and service providers to ensure cost-efficiency and quality standards.
- Maintain an organized system of records for all procurement transactions.
- Monitor inventory levels and manage reorder processes for office supplies and equipment.
Visa and Immigration Compliance:
- Oversee the visa application process for employees, ensuring compliance with local labor laws and immigration regulations.
- Coordinate with legal and HR teams to ensure all work permits, visas, and other documentation are processed in a timely manner.
- Serve as the primary point of contact for visa-related queries and issues.
File Management:
- Establish and maintain organized and compliant filing systems for both physical and digital records.
- Ensure timely archiving and secure disposal of sensitive documents.
- Maintain up-to-date records of procurement contracts, vendor agreements, and office-related documents.
Team Management & Support:
- Lead and mentor a team of administrative and procurement staff, ensuring high levels of productivity and professional development.
- Provide support to various departments with procurement needs, assisting in budgeting and cost forecasting.
Budget & Cost Control:
- Develop and manage the budget for administrative and procurement functions, ensuring cost-effective operations.
- Monitor and report on expenses, identifying areas for cost savings and efficiency improvements.
Stakeholder Engagement:
- Build and maintain strong relationships with suppliers, service providers, and internal departments.
- Collaborate with HR, Legal, and other teams to ensure smooth operations across the business.
Job Requirements
Education:
- Bachelor's degree in Business Administration, Supply Chain Management, or related field.
- Professional certifications in procurement or office management (e.g., CIPS, ISO) are a plus.
Experience:
- Minimum of 10 years of experience in office administration and procurement, with at least 5 years in a leadership role.
- Proven track record of managing office operations and procurement strategies in a corporate setting.
Skills & Competencies:
- Strong leadership and team management skills.
- Excellent negotiation and vendor management skills.
- Solid understanding of procurement processes, contracts, and vendor relationships.
- Knowledge of visa application processes and compliance requirements in Singapore.
- Exceptional organizational and multitasking abilities.
- Strong communication and interpersonal skills.
- Proficiency in Mandarin & English is a must.
Attributes:
- Proactive, detail-oriented, and able to handle multiple priorities simultaneously.
- A solution-oriented mindset with the ability to think strategically and solve problems.
