ASSISTANT MANAGER, ADMINISTRATION

PLANT ELECTRICAL INSTRUMENTATION PTE LTD; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading company in Singapore seeks an Office Manager to ensure efficient office operations, manage administrative tasks, and oversee tenancy-related documentation. The ideal candidate will have a diploma or degree in Business Administration, strong organizational skills, and a minimum of 3 years of experience in similar roles.

Qualifications

• Minimum 3 years of experience in executive support and office management.
• Familiarity with ISO standards and risk assessment preferred for Assistant Manager role.

Responsibilities

• Oversee and manage all administrative tasks for smooth office operations.
• Manage tenancy-related documentation and maintain residents' records.
• Coordinate invoicing and payments with finance team.

Skills

Organizational skills

Communication

Time management

Interpersonal skills

Problem-solving skills

Attention to detail

Education

Diploma or Degree in Business Administration or a related field

Job description

Job Responsibilities

• Oversee and manage all administrative tasks to ensure smooth office operations.
• Establish professional communication with our co-living residents, including managing tenancy-related enquiries, requests, pre-termination, and lease transfers.
• Manage tenancy-related documentation, including tenancy agreements, personal information, rental collection particulars, security deposits, and other important documents.
• Maintain residents' records.
• Coordinate monthly invoicing and payments.
• Manage the finance system with the finance team regarding invoices and security deposit refunds.
• Monitor the day-to-day functionality of the facilities and liaise with in-house/external teams on operational matters when necessary.
• Handle company vehicle leasing and keep vehicle records up to date.
• Maintain accurate records of logistics operations, including delivery schedules and inventory levels.
• Address dormitory and logistical issues, including emergency rearrangements during service delivery.
• Liaise with affiliates after investigations and develop plans for service recovery and improvement.
• Manage office facilities and company vehicles, including renewal processes.
• Maintain detailed records of vehicle servicing and inspections, scheduling regular maintenance to ensure operational efficiency.
• Handle interactions with government departments.
• Compose and edit dormitory and logistics policies, letters, memos, documents, and emails, ensuring follow-up on required responses.
• Liaise with headquarters on dormitory and logistics arrangements.
• Perform any ad-hoc tasks as assigned by management.

Requirements:

• At least 3 years of experience in executive support and office management.
• Experience working with other departments to drive necessary changes.
• Diploma or Degree in Business Administration or a related field.
• Strong organizational, communication, time management, and interpersonal skills.
• Ability to multitask, prioritize, and meet deadlines.
• Problem-solving skills and initiative.
• Attention to detail and high accuracy.
• Knowledge of ISO standards and risk assessment (for Assistant Manager).