OFFICE MANAGER

About the role:

The Carbon Trust are looking for an administrative and business operations professional who brings forth exceptional communication and organisation skills. As Office Manager, you will be the key local support staff to our existing team of 13, which we hope to grow further over the coming years.

The successful candidate will have at least 5 years of related work experience, be tech-savvy (with both software and hardware), and will possess the flexibility and tenacity to problem-solve in the capacity of Office Manager.

About us:

The Carbon Trust is a global climate consultancy driven by the mission to accelerate the move to a decarbonised future. We have been pioneering decarbonisation for more than 20 years for businesses, governments, and organisations around the world.

We put impact before profit – and reinvest any surplus into achieving our mission. That means we are impartial, objective and true to our vision - where environmental sustainability and economic realities go hand in hand.

Drawing on a network of over 400 experts internationally, the Carbon Trust guides organisations through their journey to Net Zero. From strategic planning and target setting to delivery, activation, and communication - we provide smarter ways to turn intent into impact.

Main duties and responsibilities:

Office management

• Working with Head of South East Asia to manage all aspects of the space planning for the team, including identification of new premises, facilitating office moves as the team grows in a cost effective manner
• Oversee the procurement and maintenance of office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, ensure asset monitoring, coordinating with international colleagues as needed
• Liaising with the landlord/building management to ensure good service and rapid problem resolution

· Ensure office efficiency by organizing procedures, managing shared calendars and filing systems, ensuring document management, including ensuring availability of latest iterations of frequently needed documents and system logins

· Supplier onboarding, purchase order management and supplier invoice payment monitoring

Project management, and financial administration support:

• Assisting local teams with administrative project management support to achieve consistency and accuracy of project financials, including interaction with centralised finance teams and Unit 4 (project management database) for setting up project codes, client and supplier codes, requesting invoices, debtors management and client finance liaising, raising purchase orders, liaising with centralised finance teams for creditors management etc.
• Assisting local teams with client procurement systems registrations and maintenance, and client tendering system database setup and maintenance
• Support project managers in monitoring and improving efficiency of payment settlement
• Assisting local teams with project performance tracking system updates and resource tracking system updates, including system and project debugging, coordinating between Singapore office and HQ for project information/ systems clarification
• Regular generation and analysis of reports for use in preparation of internal slides monthly and quarterly reporting and monitoring

Event and marketing support:

• Support outreach and events related to business development and client projects
• Implement operational aspects of marketing activities required (for eg. MailChimp/ Outlook mailers, contacts database management, etc.)
• In collaboration with relevant counterparties in London organising key company events: Mission Day, Quarterly Company updates
• Plan and support office level gatherings for team rapport

Executive Support:

• Providing support to Head of South East Asia including:
  1. Diary management for team level, and sub-team level meetings as needed (including effective communication of timeframes and changes and timely provision of key information for meetings)
  2. Travel and accommodation planning for Directors

HR support:

• Working with Head of Southeast Asia and Asia Director, and with HR function in London, to ensure HR in London are kept abreast of any relevant change in regulation and policies affecting local team hiring and retention
• Support visa processes for team as required
• Onboard new joiners with help of remotely-based IT team
• Develop local internship programme sourcing candidates from appropriate graduate programmes
• Coordinate and implement secondment exchange programmes with Carbon Trust London office, including accommodation support

Training:

• Ensure new joiners’ ‘office orientation’ and key online training inductions are completed
• Ensure that H&S and all core training programmes are completed
• Support SG Mgmt team with quarterly team learning activities, creating a repository of relevant external training resources for team upskilling

HSE:

• Supported by the Group Office Management team, deliver HSE management and reporting to ensure that the team complies with Group and Singapore specific requirements

Key skills we are looking for:

• Experience in developing internal systems
• Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability
• Advanced computer skills and experience with online platforms
• Proficiency with office applications, and aptitude for learning new software and systems
• Comfortable around laptops and hardware, or open to learning under the guidance of remotely-based IT team
• Ability to maintain confidentiality of company information
• Fluent spoken and written English. Proficiency in any other languages used in Southeast Asia would be desirable.

Qualifications and experience:

• Degree educated (or equivalent)

Interested applicants, please email your resumes to

[email protected]