Office Administration Manager
Job Summary
This dual-role position combines Office and Administration Management with Executive Assistant support to the Managing Director. The successful candidate will oversee daily office operations while providing proactive administrative support. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities independently.
Responsibilities
- Manage daily office operations and facility maintenance
- Provide executive assistant support to the Managing Director
- Handle travel arrangements and expense processing
- Coordinate HR onboarding and IT-related matters
- Process invoices and maintain financial documentation
Required Skills
- Proven office or executive administration experience
- Strong organizational and communication skills
- Proficiency in Microsoft Office Suite
- Ability to work independently and maintain discretion
- Experience with invoice and expense management
Job Details
### Key Responsibilities
**Office Administration**
- Manage the day-to-day office operations to ensure a safe, organised, and efficient workplace.
- Coordinate office supplies, pantry items, stationery, and other administrative requirements.
- Maintain administrative systems, filing (digital and physical), and office records.
- Liaise with building management and external vendors, ensuring office facilities are well maintained.
- Ensure compliance with workplace health and safety requirements, licences, permits, and certifications.
- Manage incoming correspondence and coordinate team meetings and office initiatives.
**Executive Support**
- Provide confidential administrative support to the Managing Director.
- Manage calendars, appointments, meetings, and travel arrangements.
- Prepare meeting agendas, minutes, and track follow-up actions.
- Screen and prioritise communications, responding on behalf of the Managing Director where appropriate.
- Coordinate with internal and external stakeholders to support business priorities.
**Travel & Expense Administration**
- Arrange domestic and international travel, accommodation, and visa documentation for employees.
- Process employee expense claims and maintain travel-related records.
**Human Resources Support**
- Assist with employee onboarding, including workspace preparation, visa coordination, and new employee introductions.
**Finance & Operations**
- Process invoices, payments, and expense reports in coordination with the finance team.
- Maintain accurate financial documentation in accordance with company policies.
- Support cross-functional projects and provide administrative support for company events.
**IT Coordination**
- Act as the primary office contact for IT-related matters.
- Coordinate with IT support providers to resolve hardware, software, equipment, and user issues.
### Requirements
- Proven experience in office administration, office management, executive assistance, or a similar administrative role.
- Excellent organisational, communication, and interpersonal skills.
- Ability to manage multiple priorities and work independently with minimal supervision.
- High level of professionalism and discretion when handling confidential information.
- Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
- Experience with travel coordination, invoice processing, expense management, and HR administration is advantageous.
- Must be legally eligible to work in Singapore and able to work from the office at least one day per week.