Workplace & Office Administrator
AIA Group · Singapore
Do meaningful work with us. Every day.
At Amplify Health, we’re looking for individuals with ambition, resilience and passion for healthcare, insurance, wellness and digital technology. As a fast-growing business with the ambition of making people and communities across Asia healthier, we have exciting career opportunities available to help us achieve our vision.
The Workplace & Office Administrator plays a critical role in ensuring the smooth, professional and efficient operation of Amplify Health's Singapore office. As the first point of contact for employees, visitors and external partners, the role is responsible for delivering an exceptional workplace experience while overseeing office operations, facilities coordination, administrative governance, employee onboarding support and office events. The successful candidate will be highly organised, proactive and service-oriented, with the ability to manage multiple priorities in a dynamic and fast-paced environment.Responsibilities
1) Office Operations & Workplace Experience
- Serve as the primary front-of-house representative, ensuring a professional and welcoming experience for employees, guests and business partners. Oversee daily office operations and workplace services to maintain a safe, efficient and productive work environment. Coordinate meeting room readiness, visitor management and executive meeting support. Manage communication channels, such as phone calls and emails
- Maintain office records, vendor contracts, building access administration and workplace documentation.
- Partner with building management, landlords and service providers on facilities maintenance, security and workplace improvements.
- Process vendor invoices and assist with budget preparation and track expenditures
- Ensure tidiness and cleanliness of office, meeting rooms, pantries, and pantry appliances at all times
- Oversee company merchandise, office & pantry supplies to ensure resources are available when needed
- Coordinate with building management for season parking and office maintenance matters
- Manage mailroom, courier and logistics services. Support office health, safety and business continuity requirements.
- Provide administrative support for onboarding, offboarding and employee workplace needs.
- Assist with other administrative or ad-hoc tasks as and when assigned
2) Office Events & Employee Engagement
- Coordinate and execute office events, town halls, leadership visits and employee engagement activities.
- Manage event planning processes including venue sourcing, budgeting, catering, logistics and communications. Liaise with external parties and internal functions to ensure smooth execution of events
- Provide on-site coordination and issue resolution during events.
- Track event costs and maintain budget compliance.
Candidate Profile
Experience and Qualifications
- Minimum of 3 years of office administration, workplace operations, facilities coordination or executive administration experience.
- Experience supporting a professional services, technology, healthcare or multinational environment preferred.
- Demonstrated ownership mindset with the ability to anticipate needs, solve problems proactively and operate independently.
- Proficiency in Microsoft 365 applications, including Outlook, Teams, SharePoint and Excel.
- Excellent interpersonal skills with relationship management
- Strong problem-solving and decision-making capabilities with sound judgement. Excellent written and verbal communication skills.
- Detail-minded, strategic thinking, independent, proactive
- Well-organized, independent, meticulous, ability to prioritize workflow and able to multitask
- Demonstrate ability to work well under pressure in a fast-paced environment, adaptable to last minute change
- High degree of discretion and professionalism when handling confidential information.
- Flexible, collaborative and adaptable, with a strong service orientation and willingness to support evolving business needs.
- Bachelor's degree preferred but not essential for candidates with relevant experience.
Competencies & Core Characteristics
We are seeking a professional who embodies the following competencies and characteristics essential for success in our scale-up environment:
- Operational Excellence: Consistently delivers high-quality administrative and workplace support with strong attention to detail and reliability. Maintains efficient processes and ensures day-to-day operations run smoothly.
- Customer-Obsessed Advocate: Provides exceptional service to employees, visitors and stakeholders. Prioritises responsiveness, professionalism and creating a positive workplace experience.
- Unifier & Cross-Functional Influencer: Builds strong working relationships across functions and effectively coordinates diverse stakeholders to achieve operational objectives.
- Data-Driven Decisiveness: Uses facts, information and practical judgement to prioritise tasks, resolve issues and continuously improve administrative processes.
- Resilient Operator: Remains calm and effective under pressure, managing multiple priorities while adapting quickly to changing business requirements.
- Insatiable Curiosity: Proactively look for ways to improve current process and to enhance workplace experience further
You must provide all requested information, including Personal Data, to be considered for this career opportunity. Failure to provide such information may influence the processing and outcome of your application. You are responsible for ensuring that the information you submit is accurate and up-to-date.