office manager (top investment firm) in Singapore

job details

location

singapore

specialism

corporate & legal support

job type

permanent

working hours

Full-Time

salary

S$ 8,000 - S$ 12,000 per month

reference number

91M0153878_1615963233

contact

tammie phua, randstad

job description

about the company

The company is a leading global investment firm with deep roots in private equity, diversified capabilities, and an impressive track record. With offices around the world, the Singapore office was established in 2012, and has approximately 50 employees.

about the job

This role will be responsible for managing all administrative and business services personnel and processes for the office, and will be required to act as a credible interface between front and back office functions. In addition, the incumbent will be expected to maintain operational best practices and work as part of a regional team spanning 8 offices in the Asia Pacific region. To be effective in this role, this individual will not only oversee all of the office’s operational support areas (travel, reception and food services), real estate/facilities management and the support staff, but will also need to form strong working relationships and partnerships with others throughout the organization, including: the investment professionals, other office managers, those in other Business Operations areas including technology, human capital, finance, compliance and legal.

You will monitor performance and manage relationships with all suppliers and service providers (e.g. office equipment suppliers, building contractors and insurance companies). You will negotiate contracts and streamline processes to achieve effective cost savings. You will negotiate renewal of the lease, rent negotiation (with Global Head of Office Operations and Regional Head of Human Capital). You will be responsible for office moves, build-outs, furniture configuration, ordering, storage and disposal if needed. There will also be basic Finance support such as reviewing and approving invoices via Account Payable System (VIM / Concur), and T&Es. In conjunction with the regional Human Capital team in Hong Kong, you will provide support in managing new employment contracts, paperwork, employee files, work pass applications, background checks, HRIS (Workday) systems maintenance, and inbound relocation coordination. In addition, you will liaise with APAC CCO to help manage local legal / regulatory correspondence, filings, surveys and inquiries.

about the manager / team

You will report to the Managing Partner of Southeast Asia who is based in Singapore, and there is a dotted line reporting to the HR Director who is based in Hong Kong. On the other hand, there will be a big team of 11 Executive Assistants and Receptionists reporting into you.

skills & requirements for the job

You should be tertiary-educated and come with a minimum of 10 years of experience in Office Management/Administration/Facilities & Corporate Services, preferably within financial services or professional services. In addition, you should possess solid English communication skills and very strong systems literacy, including MS Office (Word, Excel, Powerpoint) capability. You should come with a demonstrated track record of successful team management and the ability to build effective working relationships. This role is well-suited for somebody who is energetic, reliable, highly motivated and passionate about the role. You must also have strong interpersonal and organizational skills with a can-do attitude, and be flexible to provide support as needed and reflect the business realities of the operation.

To apply online please use the 'apply' function. Consultant in charge: Tammie Phua

(EA: 94C3609/ R1109745 )

skills

Office Manager, Admin Manager

qualification

Tertiary-educated and come with a minimum of 10 years of experience in Office Management/Administration/Facilities & Corporate Services, preferably within financial services or professional services.

educational requirements

Associate Degree/Diploma