Office Manager

Cubic Transportation Systems; Singapore; On-site; SGD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a proactive Administrative Coordinator to support its Leadership Team. This role involves a variety of administrative duties, including managing schedules, overseeing office procedures, and ensuring compliance with health and safety regulations. The ideal candidate will possess strong management skills, proficiency in SAP, and excellent communication abilities. This position offers the opportunity to work in a dynamic environment where your contributions will directly support the leadership and operational efficiency of the organization. If you're detail-oriented and thrive in a fast-paced setting, this role is perfect for you.

Qualifications

• Previous administrative experience with proven management skills.
• Strong IT skills, particularly in MS Office and SAP.

Responsibilities

• Provide administrative support to the Leadership Team and manage schedules.
• Oversee office procedures and ensure compliance with health and safety policies.

Skills

Administrative Experience

Management Skills

SAP Proficiency

MS Office Skills

Communication Skills

Logistics Knowledge

Health and Safety Knowledge

Education

GCE 'A' Levels

Related Diploma

Tools

SAP

SharePoint

Job description

This role is responsible for providing administrative support to the Leadership Team and managing administrative staff. The role involves a variety of duties at different levels of complexity, requiring thorough knowledge of the organisation's functions, policies, systems, procedures, and objectives. The candidate must demonstrate independent judgment, discretion, and tact. This position is not hybrid; it requires onsite presence five days a week (Monday to Friday).

Essential Job Duties and Responsibilities:

1. Provide administrative support to the Leadership Team.
2. Manage and maintain schedules and appointments for the Leadership Team.
3. Act as the first point of contact for the Leadership Team.
4. Manage and mentor direct reports.
5. Perform general administrative duties such as photocopying, binding, postal services, and room booking.
6. Implement, monitor, and review office procedures and facilities, including telephones and air conditioning.
7. Arrange cost-efficient travel for the teams using the designated travel company.
8. Handle logistics and stores administration, including shipping, WSH procedures, inventory, and dealing with subcontractors.
9. Manage post, organize couriers, and facilitate shipments, including export documentation and carrier arrangements.
10. Oversee export control policies, licenses, and interface with the Chamber of Commerce.
11. Coordinate with Cubic Corporate for marketing materials.
12. Manage site visitors according to security practices.
13. Assist in office communications and manage SharePoint sites.
14. Support event setup and related activities.
15. Provide ad hoc support to staff and consultants.
16. Manage the office administration budget and maintain supplies and equipment.
17. Ensure compliance with health, safety, and environmental policies, including risk assessments and incident reporting.
18. Liaise with IT/communications providers for support.
19. Conduct stock takes and work offsite as needed.
20. Support a safe working environment, including fire safety and hazardous materials storage.
21. Adhere to company policies, including the code of conduct, security, and safety policies.
22. Create Purchase Requisitions in SAP and maintain procurement records.
23. Prepare purchase reports and cost analyses.
24. Perform other duties as assigned.

Skills, Knowledge, and Experience:

Essential: Previous administrative experience, proven management skills, SAP proficiency, strong IT skills (MS Office), confident communication, experience with goods receiving and dispatching, knowledge of health and safety.

Desirable: Experience managing subcontractors, logistics knowledge, liaising with shared services, full driving license.

Qualifications:

GCE 'A' Levels or a related diploma.

Personal Qualities:

Detail-oriented, organized, reliable, proactive, team player, flexible, excellent time management, adaptable, trustworthy, punctual, presentable, good numerical skills.

The above is not exhaustive; duties may change over time according to business needs.