Office Manager

Key Responsibilities:

Office & Administrative Management

• . Oversee day-to-day office operations and administrative functions
• . Develop and implement office policies and procedures
• . Manage office supplies, equipment, and vendor relationships
• . Maintain proper filing systems for contracts, drawings, and project documents
• . Identify inefficiencies and implement solutions to streamline office workflows and procedures
• . Act as a central point for internal communications, ensuring team alignment and effective collaboration.

Project & Site Support

• . Provide administrative support to project managers and site teams
• . Coordinate document submissions (e.g., method statements, permits, reports)
• . Track project documentation and ensure timely updates
• . Liaise with clients, consultants, and subcontractors on documentation

HR & Staffing Support

• Assist in recruitment, onboarding, and offboarding of staff
• . Maintain employee records, training logs, and certifications
• . Coordinate staff timesheets, leave records, and payroll inputs
• . Support workplace safety and training administration

Finance & Procurement Support

• Process invoices, purchase orders, and payment claims
• . Monitor office budget and expenses
• . Support tender submissions and cost documentation
• . Liaise with accounts on billing and collection

Compliance & Safety Administration

• . Maintain records for MOM / WSH / ISO requirements (if applicable)
• . Track workers permits, insurance, and safety certifications
• . Support internal and external audits
• . Ensure document control aligns with construction regulations

Qualifications / Experience / Knowledge / Skill set

• . Diploma or Degree in Business Administration, Management, or related field
• . Minimum 3-5 years office management experience (construction industry preferred)
• . Experience supporting project-based environments is an advantage
• . Strong organizational and multitasking abilities
• . Good knowledge of construction documentation flow
• . Proficient in Microsoft Office (Excel, Word, Outlook)
• . Experience with document control systems is a plus
• . Strong communication and stakeholder coordination skills
• . Familiar with MOM / WSH requirements (Singapore)
• . Experience handling work permits and site documentation
• . Knowledge of tender documentation process
• . Experience in ISO 9001 / 14001 / 45001 environments
• . Good problem-solving mindset
• . Experience supporting digital transformation or process improvement initiatives
• . Comfortable working in a fast-paced, project-based environment
• . Tech-savvy with the ability to learn new systems quickly

Additional Requirement

• . Positive, proactive and data-driven mindset with strong attention to detail
• . Good knowledge of e-systems / paperless environment (e.g., document control systems, BIM platforms, e- submissions to authorities)