Office Manager - #1174918

Position Summary

The Office Manager is responsible for ensuring the smooth, efficient, and professional operation of the office while providing administrative support across office management, travel coordination, HR administration, finance processes, and executive support. As the central point of coordination for employees, management, vendors, and visitors, the role oversees workplace facilities, office services, business travel, vendor management, invoice administration, and employee support activities.

This position plays a key role in maintaining a productive and well-organized work environment by managing office operations, workplace safety, business continuity planning, and employee engagement initiatives. The Office Manager is also responsible for supporting the Country Manager with administrative and logistical matters while ensuring a high level of confidentiality, service excellence, and operational efficiency.

Responsibilities

Office Management

• Manage the day-to-day operations of the office, ensuring a professional, safe, efficient, and well-organized working environment.
• Serve as the primary liaison with building management, office vendors, cleaning contractors, service providers, and external contractors.
• Lead business continuity, emergency preparedness, and workplace safety initiatives, ensuring compliance with company requirements, minimizing operational disruptions, and maintaining a safe and secure working environment.
• Manage office supplies, pantry inventory, stationery, and general office procurement to ensure uninterrupted operations.
• Coordinate office maintenance, repair works, renovations, and workplace improvement initiatives.
• Act as the primary point of contact for office IT administration, coordinating with internal and external IT support providers to ensure timely resolution of technology-related issues.
• Maintain and monitor office asset registers, including laptops, monitors, phones, office furniture, TV and other office equipment.
• Establish and maintain organized e-filing systems, administrative records, and office documentation.
• Ensure meeting rooms, common areas, storage rooms, and office facilities are clean, organized, adequately stocked, and fully operational.
• Administer and coordinate office-related insurance matters, including liability insurance coverage for Singapore and Hong Kong office
• Coordinate visits by customers, visitors, and global colleagues, ensuring seamless arrangements for office access, accommodation, transportation, meeting logistics, meal reservations, and communication of schedules to relevant stakeholders.

Travel Arrangement

• Coordinate and manage end-to-end business travel arrangements, including flight, train, and hotel bookings, ensuring cost-effective options through quotation sourcing and comparison.
• Liaise closely with multiple departments to plan, coordinate, and oversee concurrent travel arrangements, serving as the central point of contact for all business travel activities.
• Handle travel-related amendments, cancellations, and urgent requests, providing timely support to employees, including after office hours when required.
• Manage travel billing, invoice verification, and payment processing to ensure accurate and timely reimbursement and vendor payments.
• Maintain effective relationships with travel vendors and service providers, ensuring service quality, competitive pricing, and compliance with company requirements.

HR Administration Support

• Coordination of onboarding and offboarding activities, maintenance of employee records, visa and work authorization documentation, leave and attendance administration, employee documentation preparation, benefit administration, and liaison with external service providers.
• Support HR compliance activities and ensure timely completion of employee lifecycle transactions and HR administrative requirements.
• Employee Engagement – Plan, coordinate, and execute employee engagement initiatives and company events from concept development through implementation and post-event evaluation.
• Employee Benefits Administration – Administer corporate insurance programmes, including medical and travel insurance, and act as the liaison with insurance providers on employee coverage and claims-related matters.
• Training & Development – Coordinate and manage training activities, including course registrations, subsidy claims, payment processing, and pre- and post-training administration. Support training needs analysis, maintain training records, monitor training effectiveness, and ensure timely collection of training certificates.

Invoicing

• Review and verify all SG&A invoices to ensure accuracy, completeness, and compliance with company policies before submission for payment.
• Process invoices through D365, ensuring timely submission for Finance review and approval, and follow up to facilitate prompt payment processing.
• Coordinate with internal stakeholders and vendors to resolve invoice discrepancies and ensure all supporting documentation is complete and properly maintained.

Assistant to Country Manager

• Provide executive and administrative support to the Country Manager, including travel coordination, relocation assistance, appointment scheduling, logistics arrangements, and other approved administrative support requirements.
• Exercise a high level of confidentiality, discretion, and professionalism when handling sensitive personal and business-related matters.
• Perform any other duties and special assignments as delegated by the Country Manager from time to time.

Requirements

• Minimum 8 years of experience in office management, administration, executive support, HR administration, or a related function.
• Proven experience supporting senior management and cross-functional stakeholders within a dynamic business environment.
• Strong organizational, coordination, and multitasking skills, with the ability to manage multiple priorities simultaneously.
• Excellent communication, interpersonal, and stakeholder management skills.
• High level of professionalism, discretion, and attention to detail, with the ability to handle confidential information.
• Proficient in Microsoft Office applications and business systems (e.g., D365, HRIS, or similar platforms).
• Demonstrated ability to manage vendors, office facilities, travel arrangements, and administrative processes independently.