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