Our client within the Fund Management industry, is looking for experienced and passionate talents to join their growing business as Office Manager.
Office Manager
Job Description:
The Office Manager is responsible for organizing and coordinating office operations and procedures, finance, human resources matters as well as liaising with third-party service providers to handle corporate secretary, external auditors, and IT providers in order to ensure organizational effectiveness and efficiency.
Roles & Responsibilities:
Handling of office management and secretarial support
• Assist and coordination of Tenancy agreement renewal, Office insurance, Newspaper subscriptions, etc., Liaise with building management on issues relating to office unit and participate in annual fire drill and disseminate safety management information (if any);
• Receives visitors to the office and advises the relevant internal party of their arrival;
• Collects and receives incoming mails;
• Office supply inventory (i.e. stationeries, pantry, newspapers, toner cartridges etc.);
• Identifying the relevant risks, corrective actions and adherence, and keeping records to made available upon request by a Government inspector; and
• Vendors management and resourceful in problem solving and alternative solutions if core vendor is unable to fulfil requirement up to expectation
• Coordinate all travel, visas and accommodation and prepare material for overseas trips.
Provide accounting, HR and corporate secretarial support
• Process invoices due for payments;
• Printing, checking and filing of monthly management accounts;
• Review monthly, quarterly and annual financial report;
• Liaise with service provider for internal memo on equipment purchase, asset write-off, engagement of outsourced services, tax computation and submission.
• Keep connect with recruiters, arrange interviews, process onboarding, etc.
• Liaise with service provider for leave management, attendance management, etc.
• Draft or coordinate with service provider to draft directors’ resolutions and ad-hoc matters;
• Liaise with corporate secretary regarding AGM, EGM, and other matter related;
• Ensure timely submission for annual return to ACRA.
Assist to settle IT related business
• Procurement and Liaise with IT Vendors;
• Basic IT troubleshooting;
• Schedule of regular server and PC maintenance;
• Collate and keep track of IT service request;
• Response to Authorities.
Others
• Assist external audit if any;
• Annual outsourcing due diligence if any;
• Other Ad-Hoc matters.
Requirements:
• At least Diploma/Degree holder in Business Administration related discipline, preferably holding a CPA License.
• 3-5 years of experience in administration and IT functions, preferably in finance industry or related industry regulated by MAS.
• Strong interpersonal skills and professional appearance.
• Ability to multi-task/prioritize and work under pressure. Manages time effectively, full attention to detail and organizational skills; ability to meet deadlines and set priorities for specific assignments
• Anticipates needs and/or potential problems; initiate steps to resolve issues.
• Strong language proficiency, verbal and written English and Mandarin are essential.
• Proficiency in MS Word, Excel, PowerPoint, Outlook, WorkDay and Concur
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