Facility Coordinator & Executive Assistant

ICAPITAL SG PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A growing technology firm in Singapore is seeking an experienced Facility Coordinator / Executive Assistant to support daily facility activities and assist the Managing Director. Candidates should have at least 5 years of office management experience and demonstrate exceptional organizational skills. Responsibilities include liaising with building management, managing office supplies, coordinating events, and overseeing staff onboarding. The ideal candidate should be fluent in English, proficient in office software, and able to work effectively in a dynamic, fast-paced environment.

Qualifications

• Minimum of 5 years proven experience in office management and executive assistance.
• Must be able to work in person, Monday to Friday, 8:45 AM – 5:45 PM.
• Experience working with international teams and in corporate administration.

Responsibilities

• Liaise with building management to ensure office functions smoothly.
• Manage office inventory and vendor relationships.
• Coordinate and manage office events and staff onboarding.

Skills

Organizational skills

Time management

Teamwork

Attention to detail

Proficiency in Microsoft Office

Fluent in English

Tools

Monday.com

Expensify

Coupa

Job description

About The Role

We are looking for an experienced Facility Coordinator / Executive Assistant who will help in supporting the daily facility activities of the company and also provide support to our Managing Director. This role will be based in Singapore.

Experience in working with teams and clients will shine as you navigate this dynamic role. Your ability to anticipate needs, pay meticulous attention to detail, and maintain the utmost confidentiality will be critical.

This role is an exciting opportunity to join a growing team and create and maintain an office environment where all employees and others feel welcome, engaged, and equipped to do a great job.

Responsibilities

• Liaise with building management and the iCapital Workplace team to maintain a professional and efficient working environment. Oversee facilities, manage escalations, and ensure all aspects of the office function smoothly.
• Maintain office inventory, stock supplies, and place orders as needed.
• Build and maintain vendor relationships, negotiate contracts, process invoices, and manage office expense reports. Familiarity with platforms such as Expensify and Coupa is a plus.
• Coordinate and manage office events (weekly breakfast, lunch, happy hours, meetings, offsite events and any other ad hoc events).
• Prepare annual budgets, schedule expenditures, analyze variances, and ensure accountability for operating expenses.
• Staff Onboarding/Offboarding - Work with the Corporate IT team to assign and collect a device for the new hires.
• Manage the calendars of Executive Team members with a high level of detail coordinating, prioritizing daily tasks.
• Arrange complex and detailed travel plans.
• Process Expense reports for Managing Director.
• Assist with ad hoc projects as requested.

Qualifications

• Able to work in person, Monday-Friday, 8:45 AM – 5:45 PM (times may fluctuate due to facility needs).
• Minimum of 5 years proven experiences with office management responsibilities and also as Executive Assistant, and/or relevant experience in hospitality or corporate administration
• Ability to manage and prioritize a wide range of administrative and executive support related tasks
• Experience in working with international teams and across various time zones.
• Exceptional organizational and time management skills.
• Passion for working in a fast-paced environment.
• Fluent in English.
• Proficiency in office software tools, including Microsoft Office (PowerPoint, Excel etc) and Monday.com.
• Team player, with a proactive ‘can do’ attitude, willing to take on new tasks and challenges as the role develops.

Please apply via our website if you are interested: Job Application for Facility Coordinator / Executive Assistant - Analyst / Associate at iCapital

We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office 5 days a week.

iCapital is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.