Head of Admin & Procurement (Global)

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 global 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.