Regional Administration Officer - #1169562

Role Overview

We are seeking an experienced and highly independent Regional Administration officer to manage our Singapore office administration and support the establishment, coordination and ongoing operations of our overseas offices.

This is not a routine administrative position. The successful candidate will be responsible for coordinating cross-border operational matters, setting up administrative systems, supporting overseas entities and ensuring that assignments are completed accurately and within demanding timelines.

The position requires flexibility to travel overseas, sometimes at relatively short notice, during new-office establishment, operational transition, exhibitions, audits or urgent business assignments.

Key Responsibilities

Singapore Office Administration

• Manage day-to-day office administration, corporate records, contracts, certification, licenses, insurance policies and document-control systems.
• Coordinate with management, finance, HR, project team, Manufacturing team, sales and procurement teams on administrative and operational matters.
• Maintain proper filing and tracking of agreements, statutory documents, renewal deadlines and management approvals.
• Prepare management reports, meeting minutes, official correspondence, presentations, operational and manufacturing updates. And required for stock keeping and replenish stock items
• Coordinate business travel, accommodation, visas, meetings, exhibitions and overseas itineraries.
• Monitor office expenditure, vendor invoices, administrative budgets and payment documentation.

Overseas Office Establishment

• Coordinate the establishment of new overseas offices, branches or subsidiaries.
• Liaise with corporate secretaries, lawyers, accountants, banks, landlords, government agencies and service providers.
• Support company registration, office leasing, bank-account opening, insurance, certificate, licences, local employment administration and statutory documentation.
• Source, evaluate and coordinate office premises, equipment, IT systems, telecommunications and administrative vendors.
• Develop office procedures, SOP, approval processes, document-control systems and reporting structures for newly established offices.
• Maintain an establishment schedule and ensure that outstanding actions are followed through until operational completion.
• Travel overseas when required to supervise or support office setup and resolve administrative or operational issues.

Regional Operations Coordination

• Act as the main administrative liaison between the Singapore headquarters and overseas offices.
• Monitor overseas office compliance deadlines, certificate, licences, contracts, payroll coordination and administrative expenditure.
• Support procurement, logistic and shipment documentation, supplier coordination, quality inspections and exhibition arrangements when required.
• Track regional assignments and provide management with regular progress, risk and expenditure reports.
• Ensure that overseas offices follow the company’s internal policies, SOP, approval procedures and reporting standards.
• Handle confidential corporate, employee and commercial information with a high level of discretion.

Requirements

• Diploma or degree in Business Administration, Human Resources, International Business or a related past field.
• At least 4–6 years of relevant experience in office administration, regional operations, corporate services or overseas-office coordination.
• Demonstrated experience coordinating an office establishment, business expansion or cross-border operational project.
• Able to manage assignments independently, solve problems and work directly with senior management.
• Strong knowledge of document control, vendor management, budgeting and administrative procedures.
• Strong written and spoken English, as the position requires preparation of corporate correspondence, reports and regional documentation.
• Proficient in Microsoft Office, particularly Excel, Word and PowerPoint.
• Willing and able to travel overseas approximately 25%–35% of the time, including during office-establishment periods.
• Able to handle urgent assignments across different time zones when operationally necessary.
• Strong integrity, confidentiality, attention to detail and follow-through.

Preferred Experience

• Experience supporting operations in China, Malaysia, South Korea or other Asian markets, beside Singapore.
• Familiarity with overseas company registration, office leasing, banking documentation, payroll coordination or statutory compliance.
• Experience in some engineering knowledge, manufacturing, construction, ACMV or project-based industry would be advantageous.
• Experience coordinating exhibitions, business delegations or overseas supplier activities.