Office Manager - #1105424

Reporting to the Senior Director People & Places, we are seeking a dynamic and highly organized Manager, Office Experience. This role requires a strategic thinker who can independently manage local office operations, support the local engagement initiatives, and optimize the workplace to support business needs. You will also serve as an Executive Assistant to the Management Team, being the key liaison between the Management Team and internal/external stakeholders, ensuring seamless communication, efficient scheduling, and the successful execution of strategic initiatives. The ideal candidate is detail-oriented, discreet, and capable of managing multiple priorities in a fast-paced environment.

• Serve as the primary contact for all office administration related enquiries and related activities.

• Oversee daily operations and smooth upkeeping of office facilities including but not limit to management of vendors, negotiating contracts, space planning, office layout enhancements, procurement of office supplies and safety equipment, etc

• Manage office admin budgeting, payment processing, and inventory control to ensure cost efficiency and operational excellence

• Manage staff & visitor access registration and support reception (call and walk in) inquiries to direct to the right functions

• Support reservation of accommodation, catering arrangements, and logistic support of the company events

• Develop, implement, and ensure compliance with facility, health & safety, environmental regulations, and audit requirements.

• Enhance employee experience through facility and administrative processes on productivity improvements and digital initiatives.

• Ensure maintenance in accurate records of office assets, supplies, and equipment.

• Drive and implement sustainable campaigns and initiatives to reduce environmental impact.

• Management of offsite rental apartments, including tenancy agreements, renewals and maintenance.

• Ensure the updating of the company’s organization chart timely.

• Support the coordination of recruitment interviews schedule

• Support any employee engagement and wellness programs tailored to local teams, including organizing events and cultural initiatives

• Manage the calendar of the Management Team, including liaising with internal and external parties to formalization of agenda, schedule meetings and events, and arranging update meetings with direct report.

• Support the Management Team in the coordination of travel schedules, plan itinerary, and make necessary travel arrangements (pre-trip request and flight, accommodation and land transport arrangements).

• Compile papers and reports that are subjects of discussion at upcoming meetings and events.

• Ensure all good recording and filing of minutes of meetings and documents of Board’s Meetings.

• When required, record minutes of meetings conducted by the Management Team and schedule follow-up meetings where requested.

• Handle all information with the highest level of confidentiality and professionalism.

Specifications:

• Minimum 6 years of experience in office management, workplace operations, employee engagement or a related function

• Experience in facility management, office operations and employee engagement planning

• Strong financial acumen and familiarity with budget oversight and procurement processes

• Higher Diploma in Business Administration or above in any discipline

• Excellent stakeholder management skills, with the ability to engage and influence cross-functional teams across different culture

• Proactive and solution-oriented, with the ability to work independently and also a team player who drive results

• Strategic thinker with a passion for building better workplace experiences and scalable operational practices

• Strong organizational and multitasking skills with attention to detail with ability to cope in a fast-paced environment with multiple deadlines or competing priorities; adapt and prioritise changes as necessary.

• Excellent communication and interpersonal skills.

• Proficiency in MS Office

• High level of discretion in handling confidential information.