Admin Manager

About the Job OCS Services is looking for an experienced Admin Manager to lead and oversee the organisation’s administration, facilities, workplace operations and travel management. The role will be responsible for ensuring a safe, efficient, cost-effective and employee-friendly work environment, while supporting workplace enhancement, office expansion and relocation, employee experience, administrative cost optimisation and travel management. The successful candidate will oversee the day-to-day administration function, manage facilities and workplace requirements, coordinate vendors and service providers, manage budgets and costs, support workplace safety and security, oversee travel and logistics, and ensure business continuity and effective stakeholder management. About OCS Services OCS Services is a seasoned player in the oil and gas industry, delivering world-class services across offshore and onshore operations. As a joint venture between Planet Energy and BW Offshore, we specialize in Operations & Maintenance, Asset Integrity Management, and Integrated Crew Management. With global operations spanning Singapore, India, UAE, Brazil, Côte d’Ivoire, and Nigeria, we are strategically positioned to support energy production safely, sustainably, and reliably. Our expertise, cutting-edge technology, and commitment to sustainability enable us to drive excellence in complex energy projects around the world. At OCS we’re guided by four core values that define everything we do – trust, driven, care and innovation. Position Overview The Admin Manager will lead the overall administration function and ensure smooth and effective operations across offices and facilities. The role will manage administration and office operations, facilities and workplace management, vendors and contracts, budgets and costs, safety and security, employee experience, travel and logistics, business continuity and crisis management, as well as Administration team leadership and stakeholder management. The position will also ensure that administrative processes, service standards, procurement requirements, OCS policies and procedures are consistently followed across the organisation. What you will do Administration & Office Operations
• Lead the overall administration function and ensure smooth day-to-day operations across offices and facilities.
• Establish and maintain effective administrative systems, processes, SOPs and service standards.
• Oversee office infrastructure, housekeeping, security, reception, pantry, transportation, courier, office supplies and other administrative services.
• Ensure availability and effective utilisation of office facilities, equipment and resources.
• Develop service-level standards for internal and external administrative services.
• Ensure timely resolution of employee and stakeholder requests or queries related to administration.
• Adhere to OCS policies and processes.
• Ensure all employees and visitors adhere to the OCS Admin process. Facilities & Workplace Management
• Plan and oversee office expansion, renovation, relocation, seating optimisation and workplace improvements.
• Ensure appropriate workspace planning, ergonomics, accessibility and employee comfort.
• Coordinate with landlords, building management, contractors, architects and other stakeholders and service providers. Vendor & Contract Management
• Ensure all service providers and AMCs are processed and approved through the Procurement Department and in accordance with established procurement guidelines.
• Identify, evaluate and manage administration-related vendors and service providers.
• Manage contracts, SLAs, renewals, commercial negotiations and vendor performance.
• Ensure vendors meet agreed service, quality, safety and compliance standards.
• Conduct periodic vendor performance reviews and identify opportunities for service and cost improvement.
• Ensure appropriate procurement processes are followed for administrative requirements.
• Maintain strict cost control and ensure all supporting approvals, documentation and evidence are maintained and presented where required. Budget & Cost Management
• Develop and manage the annual Administration and Facilities budget.
• Monitor administrative expenditure against approved budgets.
• Identify opportunities for cost optimisation without compromising quality, safety or employee experience.
• Review administrative expenses, contracts and service agreements.
• Provide regular management reports on administrative costs, savings and utilisation. Safety, Security & Compliance
• Ensure a safe and secure workplace for employees, visitors and contractors.
• Coordinate with HSEQ/Safety teams on workplace safety requirements and emergency preparedness.
• Ensure appropriate fire safety, emergency response, access control and security arrangements in alignment with the HSEQ Department.
• Conduct periodic facility inspections.
• Maintain required administrative records and documentation.
• Support business continuity and emergency preparedness initiatives. Employee Experience
• Ensure a professional, welcoming and employee-friendly workplace.
• Establish mechanisms to capture employee feedback on workplace facilities and services.
• Support employee engagement events, town halls, celebrations and corporate functions from an administrative perspective.
• Ensure consistent administrative service standards across locations. Travel & Logistics
• Oversee corporate travel, accommodation, transportation and related administrative arrangements, where applicable, and adhere to the OCS Travel Management Policy.
• Ensure travel processes are efficient, cost-effective and aligned with company policies.
• Manage travel agencies, negotiations and cost-effective bookings.
• Monitor travel expenditure and identify opportunities for optimisation.
• Share regular travel-related reports with stakeholders. Business Continuity & Crisis Management
• Develop and maintain administrative business continuity plans.
• Ensure contingency arrangements are available for critical facilities and services.
• Coordinate the administrative response during emergencies, disruptions or unforeseen events. Team Leadership & Stakeholder Management
• Lead, coach, develop and monitor the Administration team.
• Build strong working relationships with other functions.
• Support leadership initiatives. What we are looking for We are looking for a professional who can effectively lead administration, facilities, workplace operations and travel management while maintaining high standards of service, cost control, safety and employee experience. The ideal candidate should demonstrate:
• Strong capability in administration and office operations.
• Experience managing facilities and workplace-related activities.
• Ability to establish and maintain administrative systems, processes, SOPs and service standards.
• Strong vendor and contract management capabilities, including SLAs, renewals, negotiations and vendor performance.
• Understanding of procurement processes and compliance with established procurement guidelines.
• Experience managing budgets, administrative expenditure and cost optimisation.
• Ability to coordinate workplace safety, security, emergency preparedness and business continuity requirements.
• Strong stakeholder management and coordination skills across internal and external stakeholders.
• Ability to manage corporate travel, accommodation, transportation and travel agencies effectively.
• Strong team leadership, coaching and people-management capabilities.
• Ability to work collaboratively with HSEQ/Safety, Procurement, landlords, building management, contractors, architects, service providers and other functions.
• Strong organisational, communication and problem-solving skills.
• A service-oriented approach with a focus on employee experience and operational efficiency. What you can expect
• An opportunity to lead the Administration function for an international oil and gas organisation.
• Responsibility for office administration, facilities, workplace operations and travel management.
• Exposure to workplace enhancement, office expansion and relocation initiatives.
• Opportunity to drive administrative process improvements, service standards and cost optimisation.
• A role with significant interaction across functions and with external service providers and stakeholders.
• The opportunity to contribute to a safe, efficient and employee-friendly workplace environment.
• A collaborative and dynamic working environment aligned with OCS Services’ values of Trust, Driven, Care and Innovation. Join Us If you are a proactive administration professional with strong experience in office operations, facilities, vendor management, workplace services, cost management and stakeholder coordination, we would like to hear from you. Join OCS Services and play a key role in creating an efficient, safe and employee-focused workplace that supports our people and business operations.