Office Manager and Admin Assistant

MAIN DUTIES/RESPONSIBILITIES OF THE ROLE: 

Key purpose - Manage day-to-day office operations and administration, to include greeting visitors, managing the SG office switchboard, manage and maintain conference rooms, distributing post and couriers, manage and schedule maintenance and repairs (both PPM and reactive maintenance).

Office Management/Facilities:

• Source and manage office/facilities vendors; correspond and arrange meetings; RFP’s and analyse resource plans and adjust workflow
• Manage access control system including tracking access cards; activating/de-activating access cards; running monthly and ad-hoc reports
• Liaise with landlord for all building related issues
• Communicate to Singapore office employees on all building related works
• Onboarding new hires by providing office overview; liaising with other departments in ensuring all set ups are ready for day one
• Provide general office and administrative support to the business
• Order and maintain pantry and office inventory
• Maintain & regularly update office and support procedures, incorporating global standards and policies
• Point of contact for business continuity planning and testing
• Review, track and approve office/facilities related invoices for the office

Administrative:

• Coordinate travel for the SG office, including air, hotel and ground transportation for domestic and international itineraries
• Coordinate meetings for senior members of the SG office
• Process expense reports for members of the SG office
• Coordinate office events (holiday party; summer lunch; etc.)
• General administrative duties including business card orders; invoice approval; monthly allocation spreadsheet
• Ad hoc administrative projects and tasks

   WORK EXPERIENCE/BACKGROUND:

Essential

• Between 3-5 years of experience working in an admin and/or office management role,  preferably in finance
• Excellent administrative skills and ability to use various technology platforms
• Strong verbal and communication skills with keen ability to articulate in a concise and clear manner
• Exceptional organization skills with the ability to communicate in a clear and concise manner
• Exceptional organization skills with strong sense of urgency; ability to execute tasks accurately and efficiently
• Ability to multi-task and prioritise whilst adhering to strict confidentiality Strong team player – understands importance of building rapport and relationships

• Shows good judgment and decision-making skills
• Willingness to adopt a flexible approach to working patterns to respond to the changing needs of the business

TECHINICAL/BUSINESS SKILLS & KNOWLEDGE:

Essential

• High proficiency Microsoft Office Suite (especially Outlook, Excel, Word and PPT)
• Familiar with SAP Concur Expense and Travel would be advantageous
• Flexible in working after hours on occasion to host various time zones
• Familiarity with local building regs
• Familiarity with facilities operations desired