Administration Specialist

About GenScript

Founded in 2002 in New Jersey, GenScript Biotech Corporation accelerates innovation in biotech and healthcare by providing researchers and companies with the building blocks needed to develop groundbreaking treatments and products. Guided by its mission to Make People and Nature Healthier Through Biotechnology, and its role as a well-recognized biotechnology company, GenScript has a team of approximately 6,165 employees and has served more than 200,000 customers across over 100 countries and regions.

About GenScript Biotech Corporation

Founded in 2002 in New Jersey, GenScript Biotech Corporation accelerates innovation in biotech and healthcare by providing researchers and companies with the building blocks needed to develop groundbreaking treatments and products. Guided by its mission to Make People and Nature Healthier Through Biotechnology, and its role as a well recognized biotechnology company, GenScript has a team of approximately 6,165 employees and has served more than 200,000 customers across over 100 countries and regions.

Position: Administration Specialist

Location: Singapore

Report to: Administration Lead

Position Summary

 The Admin Specialist is responsible for the daily administrative operations and employee support services of the Singapore office. This role ensures efficient front desk management, workplace operations, office services, visitor reception, office supply management, travel coordination, event support, and administrative expense processing. The position plays an important role in maintaining a professional workplace environment and delivering a positive employee and visitor experience.

Key Responsibilities

1. Front Desk & Reception Services

• Provide daily administrative support and respond to employee and visitor inquiries. 
• Coordinate visitor registration, access arrangements, and reception activities. 
• Maintain reception areas and ensure a professional office environment. 
• Manage visitor access cards and reception logistics. 

2. Workplace & Office Operations

• Manage front desk operations, including visitor reception, telephone handling, and mail/courier distribution.
• Coordinate with property management and building service providers on office-related matters.
• Manage meeting room operations and workspace arrangements.
• Oversee office facilities, equipment maintenance, repairs, and preventive maintenance schedules.
• Coordinate office environment enhancements, including plants, common areas, and workplace experience initiatives.
• Support company seals, business cards, and administrative documentation management.

3.Office Supplies & Pantry Management

• Manage office supply procurement, inventory control, and replenishment.
• Coordinate purchase and distribution of office equipment and consumables.
• Manage pantry supplies, beverages, snacks, and related vendor services.
• Monitor inventory levels and optimize purchasing efficiency and costs.
• Ensure pantry and common areas remain organized and well maintained.

4. Visitor & Travel Coordination

• Coordinate local and overseas visitor arrangements and reception activities.
• Support executive visits, business meetings, and site tours.
• Assist employees with travel-related administrative support, including hotel and transportation arrangements.
• Manage preferred hotel partners and travel-related resources.
• Prepare business invitation letters and travel support documentation when required.

5.Employee Activities & Event Support

• Support planning and execution of company events and office activities.
• Coordinate vendors, venue arrangements, event logistics, procurement, and onsite support.
• Prepare event communications and attendance records.
• Track event budgets, process payments, and manage reimbursements.
• Support employee experience initiatives and workplace culture programs.

6. Administrative Expense & Vendor Management 

• Process invoices, expense claims, payment requests, and vendor settlements.
• Maintain accurate administrative records and documentation.
• Support budget tracking and cost control activities.
• Coordinate with internal stakeholders and vendors to ensure service quality and timely issue resolution.
• Ensure compliance with company policies and administrative procedures.

7. General Administrative Support

• Assist with expatriate accommodation and related administrative arrangements.
• Manage company gifts, inventory records, and distribution activities.
• Support company vehicle administration, parking management, and transportation coordination.
• Support business registrations, licenses, memberships, and corporate documentation updates
• Maintain administrative processes, knowledge base documentation, and operational records

Qualifications

• Bachelor's degree or above in Business Administration, Administrative Management, Hospitality Management, Biomedical Sciences, or a related field. 
• Minimum 2 years of experience in office administration, workplace operations, or related functions. 
• Experience in front desk operations, office management, event coordination, and vendor management is preferred. 
• Strong organizational, multitasking, and cross-functional collaboration skills. 
• Strong customer service mindset with a proactive and service-oriented approach. 
•  Ability to work effectively in a fast-paced and dynamic environment while managing multiple priorities.
• Proficient in Microsoft Office applications and other standard office software. • Excellent written and verbal communication skills in both English and Chinese.

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.