Administrative Operations Officer

About ST Engineering

ST Engineering is a global technology, defence, and engineering group with offices across Asia, Europe, the Middle East, and the U.S., serving customers in more than 100 countries. The Group uses technology and innovation to solve real-world problems and improve lives through its diverse portfolio of businesses across the aerospace, smart city, defence, and public security segments. Headquartered in Singapore, ST Engineering ranks among the largest companies listed on the Singapore Exchange.

Our history spans more than 50 years, and our strategy is underpinned by our core values – Integrity, Value Creation, Courage, Commitment and Compassion. These 5 core values guide every aspect of our business and are embedded in our ST Engineering culture – from the people we hire, to working with each other, to our partners and customers.

About our Line of Business – Mission Software & Services

Our Mission Software & Services business provides leading-edge mission critical command, control, and communications (C3) systems with secured IT infrastructure and managed services. We support our client's innovation journey through design thinking, analytics, and AI-enabled decision support with our full suite of cloud computing solutions. We provide intelligent, actionable insights and sustainable solutions to our valued partners in diverse industries including defence, government, and commercial sectors.

Together, We Can Make A Significant Impact

You will be required to support various HR processes

Be Part of Our Success 

Facilities & Office Management

• Manage procurement of office supplies, stationery, and pantry snacks across multiple office levels

• Coordinate facilities maintenance including lighting, air conditioning, and equipment repairs through Corporate Services Department

• Conduct weekly checks of meeting room supplies and maintain office tidiness standards

• Handle chair replacements, locker assignments, and mail collection duties

• Distribute facility notifications and coordinate maintenance communications with staff

Financial Operations & Invoice Processing

• Process daily invoice downloads and uploads into Document Management System (DMS)

• Monitor DMS workflows, execute goods receipts, and manage invoice approvals

• Compile weekly reports on pending approvals and late submissions for management review

• Perform budget virement processes and support financial year-end accruals

• Handle direct invoice processing and maintain expense tracking systems

Asset Management

• Generate weekly Asset Management System reports and maintain asset registration records

• Print asset tags and register equipment in Workday and AMS systems

• Conduct annual asset stocktakes and monitor asset pending status

• Update office-in-charge records and coordinate asset-related documentation

Administrative Support

• Administer Staff Recreation Fund vouchers including distribution and reconciliation

• Track travel carbon footprint, non-IT budgets, and training costs

• Reconcile travel reports and coordinate departing staff access pass collection

• Support general administrative tasks and maintain accurate records across multiple systems

HR & Administrative Support

• Support job requisitions by managing job descriptions and collating CVs for hiring managers

• Coordinate interview arrangements and manage documentation such as provisional offers and compliance forms

• Facilitate onboarding by submitting access requests, preparing welcome emails, and supporting first-day logistics

• Maintain staff records and databases, ensuring accuracy and timely updates

• Assist with offboarding processes, including asset return tracking and exit form coordination

• Submit purchase requisitions, verify invoices, and track procurement records using internal systems

• Reconcile timesheets with invoices, ensuring accuracy against budgets and financial periods

• Generate and prepare budget reports, handle budget monitoring and control activities

• Support office space logistics such as locker assignments and hotdesk monitoring

• Perform general administrative tasks and data entry for HR and finance-related operations

Qualities We Value 

• Diploma/Degree in HR, administration, or related field.
• Good working knowledge on Microsoft Office including intermediate level for Excel.
• Prior experience with Workday and/or SAP systems is an added advantage.
• Prior experience with working with government agencies is an added advantage.
• Good written and communication skills.
• Able to multitask and is Tech Savy.
• Quick learner and a team player.
• Meticulous in maintaining accurate data.
• Able to work independently.
• Resilience to withstand pressure from clients and high recruitment volume.
• Able to multi-task and manage the workload during peak periods and work closely with the team as backup resources for timely delivery of services.

Our Commitment That Goes Beyond the Norm

• An environment where you will be working on cutting-edge technologies and architectures.
• Safe space where diverse perspectives are valued, and everyone's unique contributions are celebrated.
• Meaningful work and projects that make a difference in people's lives.
• A fun, passionate and collaborative workplace.
• Competitive remuneration and comprehensive benefits.