Opportunity
We have an interesting opportunity for an ambitious Office Manager to join our team in Singapore. In this exciting role, you will be responsible for providing comprehensive, efficient, and effective administration support to the Singapore team, assisting with local regulatory and practical issues; and ensuring that the Singapore office functions smoothly and effectively.
We are looking for someone who genuinely enjoys what they do and has a determined ‘can do’ attitude. A confident communicator, you should also be able to challenge and influence at all levels, and liaise and communicate effectively with internal and external partners.
What will you be doing?
Office Administration
- Arranging, reviewing and negotiating service contracts relating to cost-effective running and maintenance of the Singapore office, including telecoms and office supplies
- Coordinating office cleaning services, checking and maintaining standards to comply with security protocols
- Arranging and renewing office and staff health insurance with People Partners
- Maintain records for staff holidays (annual leave and overtime books), absence and lieu days
- Assist in the induction of new staff, ensuring relevant documentation is maintained, including liaising with the People Partners regarding residency permits and liaising with IT to ensure setting up new computer systems and iPhones
- Assisting with all legal procedures for seconded and newly recruited staff to be registered in Singapore including applying, renewing and cancelling (when necessary) expatriates’ work passes and dependent passes with the Ministry of Manpower.
- Coordinating employment issues with the People Partners
- Assisting with coordination of all recruitment activities with the People Partners
- Administration of travel for the Singapore team and travel arrangements for visitors
- Assisting with the preparation of both internal and government reports
- Applying to MPA for MCF grants for internal staff training costs and biennial residential training courses.
- Attending and preparing agenda items and meeting minutes for Singapore and Office Management Teams and Asia AMT meetings
- Creating and maintaining office guidelines
- Management Measures guidelines to ensure the office complies with all local regulatory requirements and restrictions.
- Dealing with troubleshooting of system breakdowns and disruptions with IT
Accounting
- Assist with the preparation of Singapore Office budgets, monthly forecasts and Auditing.
- Providing accountancy breakdown/analysis as and when required
- Handling daily office-related payments including petty cash
- Assisting Payroll with any salary issues locally
- Preparing and submitting staff monthly CPF contributions and NSmen claims where necessary with the Payroll team and People Partners
- Preparation of staff annual remuneration declaration for submission to IRAs and assisting with staff tax liabilities with the Payroll team.
Logistics and Planning for company events
- Co-ordination of delegates list and assisting delegates with hotel booking for biennial residential training course
- Co-ordinating with Comms Team to prepare invitations/brochures, including gifts, pop-up stands etc.
Health and Safety
- Act as office Health & Safety Officer
- Responsible for maintenance of first aid boxes
- Assisting with Risk Assessments and Health & Safety inspections. Reacting to requirements as necessary.
- Keeping Singapore Office Maintenance lists up to date.
- Liaising with companies in respect of equipment and services
- Carrying out additional support as requested
Support Team Supervision
- Line management support of the team in Singapore, including monitoring performance, absence and workloads and ensuring sufficient levels of cover. Undertaking performance reviews in line with performance review process.
- Deliver training and personal development for all Support Team colleagues to assist them in further developing skills and effectively fulfilling their roles and to ensure effective and flexible provision of support service to colleagues and Members.
- Liaise with the Director (Singapore) regarding the ongoing provision of support and assistance.
Ad Hoc Duties
Your key accountabilities will include such other duties and tasks are as allocated to you at the discretion of management that are within your capabilities and within the scope of your post.
