Office Manager role (50%)
The Office manager should provide high quality day to day operations of the Singapore office, providing a safe, clean, neat and secure working environment at all times, thereby ensuring the smooth running of the office and help to improve company procedures.
Ā· Serve as the point person for duties including:
. Maintain the office condition and arrange necessary repairs
. Mailing & Courier service pick-up/delivery
. Manage contract and price negotiations with office vendors, service . Providers, corporate hotel vendors and office lease
. Management of all space planning, moves and in house changes
. Organize office operations and procedures
. Liaise with facility management vendors, including cleaning, catering and security services
. Establish an end-to end process for stationery and pantry supplies order, procurement & fulfillment
. Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
. Partner with Human Resource team to plan in-house or off-site employee activities
. Assist in the onboarding process/general orientation for new hires
. Coordinate with IT department on all office equipment
.Ensure that all items are invoiced and paid on time ā Accounts Receivable/Payables
. Manage office G&A budget, ensure accurate and timely reporting
. Provide general support to visitors
. Annual filing of branch office taxes and entity status with corporate secretarial & regulatory agencies
. Assist with implementation of Business Continuity Planning and ongoing training
. Implementation and adherence to departmental policies
. Oversee Health & Safety and Fire Safety program compliance
. Work effectively with all departments to fulfil common goals, acting proactively to resolve requests, queries, and complaints, escalating to Manager when appropriate
Administrative Support Responsibilities (45%)
Ā· Back-end support to the marketing team in areas such as marketing assets management eg., demo printers/brochures/giveaways, packing, inventory and shipping out to event venues
Ā· Prepare & compile sales document & presentation materials as needed
Ā· Provide administrative support to Channel Program Manager in various reporting deliverables such as billings report and training reports
Ā· Draft and manage various forms of company letters from partners and colleagues
Ā· Assist in organizing flight & hotel reservations as needed
Ā· Submit travel expense reports for senior Executives as requested
Ā· Manage incoming shipment with customs clearance, GST payment and onward delivery to end customer site.
Back-up: Executive Assistant (EA) Role to the Regional Vice President, Asia Pacific/Japan (5%)
In the absence of the existing EA, to provide administrative support to the RVP, APJ in the following
areas:
Ā· Scheduling of appointments and managing his/her outlook calendar
Ā· Assist in organizing flight & hotel reservations
Ā· Preparing and drafting of letters and emails
Attributes of this candidate:
Ā· Excellent time management skills and ability to multi-task and prioritize work
Ā· Possess excellent problem solving skills
Ā· Excellent written and verbal communication skills
Ā· Strong organizational and planning skills in a fast-paced environment
Ā· A creative mind with an ability to suggest improvements
Ā· Keen people management and leadership skills
Ā· Creative, methodical, and excellent attention to detail
Ā· Flexible attitude, embraces change, hard-working, cost conscious and results driven
Ā· Mature enough to be able to discern & manage sensitive matters
Ā· Desire to excel and build a sustainable career
