Admin Assistant Manager

Admin Assistant Manager

Reporting To: Head of Administration & Vendor Management

Position Summary

Assistant Manager is responsible for overseeing administrative operations, vendor management, billing processes, financial reporting, quality compliance, and team supervision. The role ensures operational efficiency, adherence to company policies, and continuous improvement of administrative processes while supporting business objectives and stakeholder requirements.

• Manage and oversee billing processes to ensure accuracy and timely completion.
• Investigate and resolve billing discrepancies, in collaboration with operational teams.
• Process and monitor vendor-related payments
• Perform vendor and customer account setup within company systems.
• Consolidate and monitor Purchase Orders and Service Orders, including extensions, reversals, and amendments.
• Ensure approved POs are issued to vendors promptly and in accordance with procurement guidelines.
• Develop and implement process improvements to enhance administrative efficiency and service quality.
• Maintain strong relationships with vendors and internal stakeholders to ensure smooth business operations.

2. Training & Operational Support

• Coordinate employee training administration, including registration, documentation, and attendance tracking.
• Ensure required certifications and training requirements are completed within stipulated timelines.
• Conduct training evaluations and maintain training records.
• Support new employee onboarding and provide guidance on company systems, processes, and reporting requirements.
• Act as a key administrative support resource for operational teams.

3. Administrative & Financial Reporting

• Prepare and consolidate periodic financial and management reports.
• Ensure data accuracy and timely submission of operational and financial reports.
• Monitor administrative KPIs and generate reports for management review.
• Assist management in budget tracking, expenditure monitoring, and reporting activities.
• Maintain proper documentation and records in compliance with company standards.

4. Team Leadership & People Management

• Supervise and guide administrative staff to ensure performance expectations are met.
• Manage attendance, leave records, and workforce administration through HR systems.
• Provide coaching, training, and professional development support to team members.
• Oversee interns and temporary staff, ensuring effective task allocation and supervision.
• Foster a collaborative and high-performance work environment.

5. Quality & Compliance

• Coordinate and manage internal audits and compliance activities.
• Ensure adherence to contractual obligations, company policies, and operational standards.
• Identify risks, non-compliance issues, and process gaps, and recommend corrective actions.
• Support continuous improvement initiatives to strengthen quality and operational excellence.
• Maintain audit documentation and monitor follow-up actions.

Qualifications & Experience

• Bachelor's Degree or Diploma in Business Administration, Management, Finance, Supply Chain, or a related field.
• Minimum 4 to 6 years of experience in administration, vendor management, finance operations, or related functions.
• Prior supervisory or team leadership experience is preferred.
• Experience working with ERP, procurement, billing, or HR systems is an advantage.
• PR or Singapore citizens preferred