Office Manager & IT Support
Fintonia Group is a Singapore licensed asset manager, combining a strong background in traditional finance with disruptive technology.
You will be joining a fun and fast-paced environment and will be working with a small team of seasoned industry professionals with experience working at top tier global investment banks and industry leaders.
Fintonia Group has launched the first Bitcoin tracker fund managed by a Monetary Authority of Singapore licensed fund manager, and has also obtained a provisional license from the Dubai Virtual Assets Regulatory Authority.
We are looking for a driven and experienced Office & IT Admin Executive to support Fintonia's administrative and IT requirements in Singapore and across our various offices. This role will suit a high performing individual who is well organised, technologically savvy and results focused. It is a part-time role that will be equivalent to 3 days a week in the office.
The Role:
The Office & IT Administrator is integral to ensuring that Fintonia Group’s office operations are efficient, professional, and aligned with our corporate standards. This role encompasses comprehensive management of physical and procedural office needs, along with overseeing key administrative projects that support our growth and operational excellence. This part-time position (3 days a week) is ideal for someone who is meticulously organized, proactive, and experienced in handling a wide range of administrative and executive support-related tasks.
Your responsibilities will include:
1. Office Management
- Maintain an orderly office environment that is conducive to efficiency and is in alignment with company standards.
- Manage all office logistics, including supply inventory control, procurement of office items, and the maintenance of office equipment and facilities.
- Oversee the setup and upkeep of office infrastructure, ensuring all spaces are functional and reflect the company’s professional image.
- Coordinate with IT support to resolve any technical issues and maintain office equipment such as printers, computers, and telecommunication systems.
2. Administrative Projects
- Initiate and manage administrative projects that improve office operations, such as office moves, layout changes, or the implementation of new systems and processes.
- Work closely with management to understand project requirements and goals, developing project plans that align with business objectives.
- Track progress, manage timelines, and ensure stakeholders are informed of developments and project outcomes.
- Evaluate the effectiveness of new processes post-implementation and make adjustments as necessary to optimize operations.
3. HR Support
- Support HR initiatives such as recruitment logistics, employee onboarding processes, and maintaining personnel records.
- Assist in coordinating HR activities and documentation, ensuring compliance with statutory regulations and company policies.
4. Information Technology Support
- Troubleshoot basic IT issues: Assist staff with the resolution of basic hardware and software issues, including setting up workstations, managing printer setups, and basic troubleshooting of office networks and connectivity problems.
- Liaise with IT vendors and support services: Serve as the primary point of contact for external IT service providers and vendors. Coordinate service calls and follow-ups to ensure effective resolution of more complex IT issues.
- Manage software updates and licenses: Oversee the installation and updating of software, ensuring all office systems are running the latest versions and maintain logs of software licenses and renewals.
5. Vendor and Stakeholder Relations
- Establish and maintain strong relationships with vendors and external partners to manage procurement and contracts effectively.
- Negotiate with service providers to secure cost-effective services and supplies.
Qualifications and Experience:
- Minimum of a diploma
- At least 7 years of professional experience in office administration or a closely related field, particularly in managing office operations and leading administrative projects.
- Strong organizational skills and meticulous attention to detail.
- Proficiency in Microsoft Office Suite and Google Enterprise Suite of tools and adept at learning new software tools.
- Excellent communication skills, capable of effectively managing tasks and prioritizing workload.
- Experience in supporting HR functions and familiarity with HR practices are advantageous.
- Mandarin language skills will be well regarded
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