Audax is seeking for an Office Manager to support office and business operations. This role will report to the Chief Operating Officer.
This is a contract role.
What Will You Be Doing?
Office Management
- Be the point of contact responsible for the overall management and operation of the office, including rental agreements, renovations and maintenance.
- Maintain office services by organising office operations and processes, including room booking and access card management.
- Procure and maintain pantry and office supplies inventory.
- Liaise with office vendors such as property management and cleaning and facilities vendors for office services.
- Provide companywide secretarial and administrative support as required (e.g., filing, preparing documents for signing, mailing, shipping packages etc.)
- Support finance operations admin activities (i.e., Raising of Purchase Orders, Submitting of Invoices and Tracking of payments).
EA Support for C-Suites’ Mailbox and Calendar Management
- Actively manage steering team’s (C-Suites) mailbox including and not limited to drafting responses on behalf, scheduling appointments, setting reminders, arranging travel, and expenses.
- Work closely with stakeholders and ensure that all meetings/appointment details are updated in the service recipient’s calendar, accurately and timely.
- Prepare and coordinate meetings including booking meeting facilities, meet-and-greet visitors.
- Liaise and cooperate with other support function/EAs to facilitate the internal arrangement/assignments if any.
Travel & Expenses Management
- Ensure travel-related documents including visa, immigration requirements are prepared ahead.
- Review, validate and submit expenses as per Travel & Expenses and related guidelines, and proactively guide service recipients or requester as per budget plans and guidelines.
Third-party Supplier and/or Vendor Management
- Follow up on quotations with vendors and ensure accurate entry and approval in system
- Raise purchase orders and ensure payments are submitted in a timely manner.
HR Administrative Activities
- Responsible for staff onboarding and offboarding logistics, such as staff pass, laptops shipments to other offices.
- Undertake ad-hoc assignments or mini projects appropriately to ensure deliverables are as per target timeline.
- Actively participate in all staff engagement activities organised by team members and assist in coordinating activities and events.
What Do You Need To Be Successful In This Role?
- Fluent in written and spoken Business English.
- At least 5 years of relevant work experience as an Executive Assistant, Personal Secretary or Administrative Assistant in Banking/FinTech sector.
- Proficient in Microsoft Office applications.
