About the Role
Our Administrative team in Singapore supports FTI Consulting’s daily activities at the most essential levels.
The Office Manager is responsible for the full spectrum of general office operations, facilities and administrative functions. This role also involves management of the administration employees including receptionist and office assistants, delegation and assignment of work flow (where applicable) ensuring that coordination and execution of administrative projects and on-going work tasks are accomplished efficiently and accurately
Duties & Responsibilities
ADMINISTRATION
- Manage the administrative function and provide facilities support to the Singapore office and be recognised as the main contact for smooth office operation
- Work with a highly motivated team in the Singapore office to strengthen the Admin function/team
- Handle suppliers sourcing, maintenance repair, office environment upgrade, building management and manage relationship and liaison with various vendors and service providers
- Oversee the office administration filing system as well as the office equipment & stationery/ pantry inventory
- Handle various office expenses whilst manage within budget guidelines
- Consolidate monthly office mobile phone bills and provide monthly telecommunication analysis
- Partner with IT department on all office equipment maintenance and access card arrangements
- Manage Condeco booking system, coordinate Office Meeting room logistics and assisting team on setup
- Manage end to end logistics planning and execution of in-office event and work closely with Marketing team (eg. Townhall / Networking drinks / In-house client event)
- Partner with Regional Corporate department and local leadership to maintain office policies as necessary
- Coordinate insurance policy renewals
- Build relationships within the administrative/ support teams across Singapore and Hong Kong office
- Organise and schedule meetings and appointments as necessary
- Provide general support to visitors
- Drive employee engagement initiatives and organise regular staff activities and social events
- Coordinator for travel related matter including managing travel arrangement and key contact point for related vendors
- Lead and take accountability for local and/or regional projects or initiatives.
- Assist the Managing Director of Asia Operations on ad hoc assignments
ACCOUNTS RELATED RESPONSIBILITIES
- Review and approve A/P vouchers prepared by administration employees for administrative related expenses.
- Liaise with the Regional Finance Team to ensure vendor payments are paid in a timely manner
- Partner with Finance managing the logistics for signing and sending secretarial documents to relevant parties
- Submission of tenders using Singpass on behalf of segment on Gebiz and upload invoices to government vendor portal.
PROJECT MANAGEMENT
- Point of contact and handling for any office moves, renovation of current premises, space utilization and seating arrangements of employees
HEALTH & SAFETY
- Partner with HR department for first aid and emergency evacuation policy and procedure
- Act as safe management officers for the company following government guidelines and procedures
- Responsible for conducting routine safety checks, ensure all equipment and facilities meet safety standards and verifying compliance with regulatory
Basic Qualifications
- Minimum of 5-8 years of administrative and operational support experience, preferably with prior experience as an office manager or office administrator.
- Strong organisational skills and attention to detail
- Strong interpersonal and communications skills for building relationships and interacting with all levels of the organisation including leadership team
- Flexible, collaborative and team-oriented
- Comfortable taking initiative and working independently without direct supervisionStrong management skills
- Ability to manage multiple projects, prioritise work load, initiate projects to create new efficiencies, and effectively manage time while meeting deadlines.
- Ability to manage in an environment of continuous change
- Ability to analyse and interpret difficult situations and quickly make recommendations for resolution.
- Work in diverse and multi-cultural environment
