Lead Officer, Administration

Role overview

This position is the main reception and coordination contact for visitors and phone enquiries, while also delivering broad administrative and operational assistance across corporate services, procurement, and facilities-related work. The job keeps the front desk running smoothly, supports vendors, and helps maintain efficient everyday office operations.

Key responsibilities

The role covers reception, mail handling, office support, purchasing coordination, asset control, vendor follow-up, reporting, and general corporate administration.

• Receive visitors warmly and professionally, answer and route incoming calls and shared mailbox messages, guide guests appropriately, and ensure access and security procedures are observed.
• Respond to walk-in enquiries at the reception area.
• Handle incoming and outgoing mail, including courier bookings, franking, and internal mail sorting.
• Keep the reception area and meeting rooms neat, organised, and ready for use.
• Track office consumables and place replenishment orders when needed.
• Manage pantry cleanliness and supplies across all floors, including refrigerator upkeep and pantry stock control.
• Maintain and issue corporate items such as stationery and branded T-shirts.
• Place online orders for office essentials such as biscuits, first aid supplies, stationery, copier paper, name cards, and name tags.
• Raise purchase requests, process vendor orders through GeBIZ, and support payment monitoring and processing in Workday.
• Track the issue and return of vendor passes and manage corporate card booking, issuance, and return.
• Work with vendors and service providers on maintenance and operational needs such as air-con servicing, pantry supply delivery, and office cleaning.
• Coordinate service appointments and follow up on pending requests to closure.
• Maintain accurate logs and records for mail, inventory, procurement, vendor passes, and corporate card use.
• Prepare routine operational reports covering inventory consumption, procurement progress, payment tracking, and vendor service activity.
• File invoices, purchase orders, and supporting documents properly in digital records according to company procedures.
• Support audits and internal reviews by keeping documentation complete and accurate.
• Act as the key coordinator for front-desk, mailroom, office administration, and procurement workflows, including follow-ups with internal teams and vendors.
• Look for ways to improve processes so that service quality, efficiency, and user experience are strengthened.
• Provide additional corporate support such as photocopying, e-filing, data entry, and system updates.
• Perform other duties or projects assigned by the supervisor.

Requirements

Applicants should meet the following criteria:

• At least GCE O Level, or a Diploma in Business Administration, or an equivalent qualification.
• Preferably 1 to 3 years of experience in front desk, administration, or operations support. Candidates with relevant internship exposure may also be considered.
• Strong communication and interpersonal abilities, with a service-first attitude.
• Comfortable using Microsoft Word, Excel, and Outlook.
• Well organised, attentive to detail, and able to juggle multiple tasks in a busy environment.
• Experience with procurement platforms such as GeBIZ and HR/finance tools such as Workday would be beneficial.
• Must present a polished, courteous, and professional manner.

Additional information

This is a 2-year contract role, with a chance of extension or renewal. Only shortlisted applicants will be contacted.