Administration Lead

Position: Administration Lead

Location: Singapore

Report to: APAC Site Head

Position Summary:

The Administration Lead is responsible for the overall management of workplace operations and administrative services for the Singapore office. This role oversees workplace management, employee support services, expatriate accommodation management, vendor management, budgeting and cost control, corporate events, and administrative governance. The position is responsible for continuously enhancing operational efficiency and employee experience within the Singapore office, while driving administrative standardization and best practice implementation across the APAC region, and providing administrative operational support and coordination to regional offices.

Key Responsibilities

1. Office Operations

• Manage daily office operations and workplace services for the Singapore office.
• Oversee workspace allocation, seating arrangements, visitor workstation planning, and utilization optimization.
• Coordinate office maintenance and workplace service delivery with property management teams.
• Manage meeting rooms, common areas, office environment standards, and workplace experience initiatives.
• Develop workplace standards and policies to support business growth and operational needs.

2. Workplace & Project Management

• •Assist office expansion, renovation, relocation, and workplace improvement projects.
• Manage office furniture standards, procurement planning, inventory records, and lifecycle management.
• Handle factory and warehouse leasing activities including negotiation, renewal, and contract management.
• Support regional facility-related projects and infrastructure initiatives.
• Coordinate space planning and workplace design optimization.

3. Property & Vendor Management

• Establish and manage relationships with property management companies and service providers.
• Manage cleaning, landscaping, furniture, maintenance, accommodation, and workplace service vendors.
• Conduct supplier evaluation, contract negotiation, service review, and performance assessment.
• Drive service quality improvements while optimizing operational costs.
• Ensure service level agreements (SLAs) and compliance requirements are consistently met.

4. Workplace Services & Employee Experience

• Oversee office cleaning standards, hygiene inspections, and workplace service quality.
• Manage pantry operations, and workplace convenience programs.
• Coordinate office equipment, facilities maintenance, and operational support services.
• Support visitor management processes and workplace access arrangements.
• Continuously enhance employee workplace experience and satisfaction.

5. Expatriate & Employee Accommodation Management

• Manage expatriate housing programs and accommodation arrangements.
• Coordinate housing sourcing, lease negotiations, renewals, and move-out processes.
• Manage housing maintenance, utility services, internet connectivity, and repair coordination.
• Maintain relationships with housing agencies and accommodation vendors.
• Ensure cost-effective and employee-focused accommodation solutions.

6. Corporate Events & Administrative Services

• Lead planning and execution of corporate activities, employee engagement programs, and official events.
• Manage event budgets, procurement, logistics coordination, and supplier engagement.
• Support executive visits, customer visits, site tours, and large-scale business events.
• Coordinate administrative services supporting business operations across APAC locations.

7. Budgeting, Cost Control & Financial Management

• Develop and manage annual administrative budgets for APAC operations.
• Monitor spending, conduct cost analysis, and identify savings opportunities.
• Review operational expenses, allocation methodology, and cost-sharing mechanisms.
• Ensure financial compliance and budget adherence across all administration activities.
• Prepare regular business reports and administrative performance analyses.

8. Contract Administration & Governance

• Manage administrative contracts throughout their lifecycle.
• Maintain administrative records, documentation, and filing systems.
• Ensure operational compliance with company policies and governance requirements.
• Develop and optimize administrative procedures and standard operating processes.

9. Team Leadership & Cross-functional Collaboration

• Lead, coach, and develop the administrative team.
• Set performance objectives and monitor service delivery effectiveness.
• Drive cross-functional collaboration to support organizational goals.
• Partner with HR, Finance, Legal, Procurement, IT, and Business Units on regional initiatives.
• Promote continuous improvement, operational excellence, and service innovation.

Qualifications

• Bachelor’s degree or above in Business Administration, Management, Hospitality Management, Biomedical Sciences, or a related field.
• Minimum 5 years of experience in administrative operations, workplace/facilities management, corporate services, or related functions.
• Hands-on experience in office operations, expatriate accommodation management, vendor management, and budget planning and control.
• Strong project management skills with the ability to lead multiple initiatives and manage cross-functional stakeholders.
• Excellent communication, coordination, and stakeholder management capabilities.
• Proven negotiation skills with experience managing external vendors, landlords, and service providers.
• Strong analytical mindset with demonstrated experience in cost control, budget optimization, and operational efficiency improvement.
• Proficient in data analysis, reporting, and business performance tracking.
• Fluent in both Mandarin and English, with excellent verbal and written communication skills.
• Self-motivated, detail-oriented, and capable of working effectively in a dynamic and multicultural environment.

Benefits:

Benefits include medical, dental, and vision insurance as well as a 401(k) retirement plan with a company match that vests fully on day one. We offer paid parental leave after just three (3) months of employment, and a paid time off policy that includes vacation time, personal time, sick time, floating holidays, and company holidays. Additional benefits include flexible spending and health savings accounts, life and AD&D insurance, short- and long-term disability coverage, legal assistance, and supplemental plans such as pet, critical illness, accident, and hospital indemnity insurance. We also provide commuter benefits, well-being initiatives, and peer-to-peer recognition programs; demonstrating our ongoing commitment to building a culture where our people feel empowered, supported, and inspired to do their best work.

GenScript USA Inc/ProBio Inc. is a proud equal opportunity/affirmative action employer committed to attracting, retaining, and maximizing the performance of a diverse and inclusive workforce. It is the Company's policy to ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, age, disability, national origin, marital or domestic/civil partnership status, genetic information, citizenship status, uniformed service member or veteran status, or any other characteristic protected by law.

GenScript USA Inc./ProBio Inc. maintains a drug-free workplace.

Please note: Genscript USA Inc./ProBio Inc. will only contact candidates through verified application sources. GenScript/Probio does not request personal information from candidates through individual email or any other platform.