Senior Office Administrator

Our people are ambitious and humble, believing in what they do and convinced that our purpose is shaping a world of trust. With responsibility and openness, they daily serve our 400.000 clients in 140 countries, to bettering society. Across all our businesses and countries, each one of our people leaves their mark in shaping society.

> We believe that leaving a mark is a true challenge and opportunity for every one of us.

> We believe that leaving a mark is a sign of trust and impact.

> We believe that leaving a mark is a bond with the future.

> We believe that leaving a mark is proof of growth and development.

Being part of the BV family, is more than just working, it’s being convinced that you will leave your mark... in shaping a world of Trust.

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.
• 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 5–8 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

Join an inclusive, flexible and diverse company where you can thrive while contributing to positively transforming the world we live in.
 
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