Administrative Coordinator

SIDLEY AUSTIN SINGAPORE PTE. LTD.; Singapore; On-site; SGD 38,000 - 58,000; Full time

Job summary

SIDLEY AUSTIN SINGAPORE PTE. LTD. seeks a proactive office administrator to support the Office Manager and run day-to-day back-office operations in our Singapore office.

You will handle onboarding packs, coordinate events and meetings, manage expenses, and assist with employment passes for overseas staff to ensure a professional workplace. Ideal candidates are highly organized, fluent in English, capable of multitasking, and able to work independently while maintaining accuracy in a fast-paced

Qualifications

• Minimum 3 years of secretarial/administrative experience.
• Experience in a law firm or professional services environment preferred.
• Proficient in MS Word, Excel and PowerPoint.
• Strong written and spoken English; Chinese a plus.

Responsibilities

• Support the Office Manager in daily admin tasks.
• Manage day-to-day back-office operations.
• Prepare new joiner orientation packs.
• Coordinate events, conferences and meetings.
• Prepare meeting agendas and minutes.
• Handle office expenses and vendor contracts.
• Assist with Employment Pass and accommodation for overseas staff.
• Standby cover for front office receptionist duties.
• Maintain office supplies and facilities.

Skills

MS Word

MS Excel

PowerPoint

English proficiency

Multitasking

Organizational skills

Job description

Responsibilities

• Provide support to the Office Manager
• Responsible for day-to-day office administrative operations of back office under the supervision of the Office Manager
• Prepare new joiner orientation packs
• Assist in event support and coordination, including organizing conferences and events
• Prepare meeting agendas and minutes
• Handle office expenses
• Assist in administrative account operations– company registry, audio conference account, firm provided phone telecom service
• Assist in Employment Pass and accommodation arrangements for overseas employees
• Standby cover for front office receptionist duties
• Maintain and order office supplies, ensuring adequate stock levels at all times
• Assist in monitoring office facilities and ensure that the workplace is maintained in a clean, safe and professional condition
• Coordinate with building management and external vendors for facilities-related needs
• Manage vendor contracts, service agreements and renewal dates
• Assist with maintaining office directories, floor plans and other internal administrative records
• Assist in general administrative and ad hoc duties as assigned

Requirements

• Minimum of 3 year of secretarial/administrative/customer service experience, preferably in a law firm or other professional services environment
• Proficient in MS Word, Excel and PowerPoint
• Strong proficiency in both written and spoken English is required. Chinese proficiency is a plus.
• Highly organized with the ability to prioritize
• Strong sense of responsibility
• Self-motivated, able to multi-task and to work independently under pressure