DMINISTRATION MANAGER JOB DESCRIPTION
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.
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Serve as the point person for duties including:
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Maintain the office condition and arrange necessary repairs
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Mailing & Courier service pick-up/delivery
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Manage contract and price negotiations with office vendors, service providers, corporate hotel vendors and office lease
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Management of all space planning, moves and in house changes
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Organize office operations and procedures
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Liaise with facility management vendors, including cleaning, catering and security services
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Establish an end-to end process for stationery and pantry supplies order, procurement & fulfillment
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Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
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Partner with Human Resource team to plan in-house or off-site employee activities
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Assist in the onboarding process/general orientation for new hires
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Coordinate with IT department on all office equipment
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Ensure that all items are invoiced and paid on time – Accounts Receivable/Payables
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Manage office G&A budget, ensure accurate and timely reporting
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Provide general support to visitors
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Annual filing of branch office taxes and entity status with corporate secretarial & regulatory agencies
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Assist with implementation of Business Continuity Planning and ongoing training
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Implementation and adherence to departmental policies
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Oversee Health & Safety and Fire Safety program compliance
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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%)
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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
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Prepare & compile sales document & presentation materials as needed
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Provide administrative support to Channel Program Manager in various reporting deliverables such as billings report and training reports
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Draft and manage various forms of company letters from partners and colleagues
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Assist in organizing flight & hotel reservations as needed
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Submit travel expense reports for senior Executives as requested
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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:
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Scheduling of appointments and managing his/her outlook calendar
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Assist in organizing flight & hotel reservations
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Preparing and drafting of letters and emails
Attributes of this candidate:
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Excellent time management skills and ability to multi-task and prioritize work
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Possess excellent problem solving skills
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Excellent written and verbal communication skills
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Strong organizational and planning skills in a fast-paced environment
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A creative mind with an ability to suggest improvements
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Keen people management and leadership skills
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Creative, methodical, and excellent attention to detail
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Flexible attitude, embraces change, hard-working, cost conscious and results driven
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Mature enough to be able to discern & manage sensitive matters
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Desire to excel and build a sustainable career
Entrust is an EOE/People with Disabilities employer.
