Description:
The Office Manager performs a wide wariety of clerical and administrative duties, which includes providing a high level of customer service and support to the employees within the Singapore Global Office. Given the nature of the role, this position requires the incumbent to be in office Monday through to Friday during official business hours.
Report To
HR Business Partner, Asia Business Unit
Principal Accountabilities
Onsite Office Support
· AMEX Corp Card including monthly bill submission to InterTrust for payment
· SingTel Corp Services, ability to analyse phone patterns and travel patterns of our travellers and be able to make the appropriate decisions based on needs
· Office Equipment as well as vendor management including contract renewals ensuring there is no lapse in contract renewals
· Organize the office layout and order stationery and equipment
· Stock and organize pantry supplies
· Weekly fruits top up for the pantry
· Preparing technological equipments for onboarding and offboarding of employees
· Complete all Exiger (Due Diligence) for every new vendor that the organization works with
· Assist with general appearance of office, including walk around, compiling checklist for maintenance issues, placing maintenance requests with vendors & building management.
· Office Maintenance and Repair works to be only scheduled after 5pm on Weekdays or weekends (during non office hours) to ensure the least disruption to the office environment
· Travel management including negotiation / agreement with airlines & hotels
· Assist in planning employee events, meetings and / or luncheons. Some examples being CNY event, Year-End D & D, SG Office CSR events etc.
· Other administrative responsibilities as requested and assigned
· Managing office budgets
· Provide general support to visitors
· Support any ad hoc projects given
· Managing a headcount of 2 administrative support fom a resource planning perspective
· Managing the outsource receptionist ensure proper coverage at all times
Facilities Management
Building Office Management
· Lease Agreement
· Car Parking
· Annual Electrical / Power Shutdown (minimum twice a year)
· Fire Drill (typically twice a year)
· Extension of Aircon
· Application for PTW (Permission to work for ad hoc renovation)
Security Access Cards Management
· Issuance of Office Security Access Cards to Employees and Guests
· Track Card movements via Control Sheet
· Terminate Access for Lost Cards
· Monitor/order of office access card with BMO
Concur Management
· Opening and Closing accounts for Employees and Approving Managers
· Assigning Approving Manager
· Attend to questions from users (e.g., missing transactions, unable to open attachments, reset password, etc.)
· Travel Guidelines and Process
Invoice Processing
· Fill in required information on invoices (Approver’s name, Department, GBL, Description of Invoice, chargeback information if any)
· Send invoices to approver for signature
· Send original invoices (approved with signatures) to InterTrust
· Keep record of all invoices sent to InterTrust
· Update record when invoices are paid
· Receive Bank Advice from InterTrust and forward copy to Vendor
· Ensure that all items are invoices and paid on time
Position Requirements
· Proven experience as an Office Manager, Front Office Manager or Administrative Assistant managing a large function team.
· Prior office services, customer services or administrative experience preferred
· Past experience in Accounts Receivable and Accounts Payable knowledge is an advantage
· High Attention to detail, merticulous with good organizational skills
· Flexible attitude, and the ability to deal well with changing assignments & priorities
· Comfortable with after hours assignment especially during Power Shutdown or Ad Hoc office facilities work
· Strong ability to multi-task, prioritise projects and work under tight timeline
· Professional demeanor
· High level of competency using MS Office. Experience in using Microsoft 365
· Minimum of 7 years of administrative, customer service or office services experience
