- 8-10+ years of relevant office services/ facility management experience gained with MNCs or fast paced work environments
- Working knowledge in core operational areas, such as facilities management, event management (e.g.: recruitment and training events), and staffing & resource allocation
- Skillful in the analysis and re-engineering of systems, processes, and procedures
Our client is a top notch and international professional service MNC (based in town) with a strong reputation. It offers flexi work arrangements and promotes a collaborative and proactive work culture. For this role, we are looking for a dynamic and passionate office manager with min 8 years of office admin exp gained with fast paced and dynamic MNC environments.
Job Summary as an Office Manager
The purpose of this role is to be the first point of contact for office services/admin management of the business, based in Singapore. In this role, the individual will be responsible for all office support duties, ensuring smooth and professional operations of the firm’s back of house operations. You will manage the receptionist and work closely with multiple stakeholders.
The main duties will include:
- Manage end-to-end planning and execution of all office services related work and in-office events
- Forecast and plan budgets for facility-related spend, office expansion/fitting/installation spend and centralized vendor relationship management
- Work closely with the Technology team to implement office space/rooms bookings technology
- Co-Lead Office Safety & Security team with HR Manager to ensure that Office space is compliant with global safety and security guidelines as well as local building requirements.
In addition, you provide leadership /guidance to office managers in growth offices (based overseas) to align on best practice, cost efficiency methodology and knowledge sharing. You will also share with other offices globally on best practices in facilities/office services management.
Essential Functions
Office Services & Management
- Be the single point of contact for any events and meetings in the office (i.e. ensuring meeting room layout for training events, off-sites, office parties etc.)
- Respond to office feedback on what can be improved in terms of facilities effectiveness
- Forecast movements, recommend, and facilitate office space allocation (workstations, LT offices, etc.), in conjunction with HR
- Manage and maintain floor plans. Responsible for name labels on workstations and LT offices
- Arrange office maintenance (e.g. lights, air-conditioning, photocopying machines, printers) and equipment repair, dealing with tenancy issues, working together with the Technology team
- Conduct daily inspection with a checklist to ensure that LT rooms are in useable condition (furniture, equipment are in place)
- Coordinate regular routine maintenance with building management and cleaners including: carpet steam cleaning, ad hoc cleaning of fridges, cupboards, windows, equipment etc.
- Responsible for day-to-day management of Housekeeping, Facilities, Food & Beverages, Pantry in office
- Responsible for stock/pantry supplies, stationery, furniture order and purchases
- Solicit bids, negotiate contracts, and manage vendor relationships
- Review vendor contracts and ensure that firm’s interest is safeguarded
- Work closely with EA Manager/EAs on office facilities matters
- Provide additional support as required for in-house Marketing or Recruiting functions
Budget Planning and Vendor Management
- When needed, work with project teams on expansion plans, seating and capacity planning, budgets (for example, real estate utilities, day-to-day expenses etc.)
- Effective cost management through efficient ordering of stock/pantry supplies, stationery
- Process, code and submit invoices for payment approval relating to various vendors including catering, business card supplier, florist, couriers, gifts and others
- Track and monitor facility management KPIs and present to Senior Management on a monthly/quarterly basis
- Manage vendor relationships and contractual staff with respect to office items, facility, transport etc.; bring the best possible deals and discounts
Reception
- Manage and oversee the Receptionist and cleaning staff to ensure general office & meeting rooms are always ready for use
- Oversee the professionalism/presentation of the front-of-house areas (i.e. reception and client meeting rooms)
- Manage daily inter-office mail including arranging couriers as and when required and redirect incoming faxes
- Collect office mail from the post box daily
- Arrange afterhours lift access for clients as and when required
- Arrange afterhours office air-conditioning requests
- Act as back up Receptionist in her absence (i.e.: annual leave/sick leave, etc.) / arrange for additional back up support of Receptionist as and when required, with the support from the EA Manager
Regional Office Safety & Security
- Part of the Office Situation Response Team led by the Office Head that manages the day-to-day safety and security of the office and responds to any emergencies
- Conduct audits, verify compliances, and do safety checks (e.g. fire drills, first aid kits); coordinate with HR and global teams to handle Crisis Management
- Leads life safety initiatives, such as fire and first aid training and drills and liaise with building management and local fire and police departments.
- Maintains and updates portals with support from growth office OMs/building management across 6 offices
- Leads and conducts annual regional call-tree exercise across 6 SEA offices and prepares reports/updates to Office Heads
Others/Projects
- In the next 12 - 18 months, the job incumbent will be expected to be heavily involved in office move project from design, planning and engagement with the global facilities team and local project team and vendor.
- Perform other related duties as requested or as responsibilities dictate
Qualification and Preferred Experience
- 8-10+ years of relevant office admin experience gained with MNCs or fast paced work environments
- Passionate in the areas of office services/facilities management
- Working knowledge in core operational areas, such as facilities management, event management (e.g.: recruitment and training events), and staffing & resource allocation
- Skillful in the analysis and re-engineering of systems, processes, and procedures
- Strong records/knowledge management skills
- Purchasing, lease and contract management experience
Desired Attributes
- Excellent presentation skills with a friendly and professional demeanor
- Ability to work under pressure effectively and calmly
- Ability to multi-task
- Ability to work in a team environment
- Proficient organization and time management skills
- Have excellent attention to detail
- Ability to work to own initiative and be proactive
- Strong analytical and interpersonal skills
- Strong communication skills to effectively manage office-wide stakeholders
- Strong sense of detail, able to multitask, have good network of facilities vendors (i.e. electrician, cleaning companies etc.)
- Ability to thrive in a fast paced and dynamic work environment
- Hands-on, committed, and professional with strong stakeholder management skills
To apply, pl send your cv in word doc to [email protected]. Pl also include details on your current salary, expected salary and notice period in your cv.
We regret to inform that only shortlisted candidates will be notified.
Posted by:
CAP Consulting (EA license: 14C7175)
Caroline Poh (EA Registration: R1105649)
Date ad is posted - 6 September 2024
