Office Administration and Operations Executive

SANDPIPER COMMUNICATIONS PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading communications consultancy in Singapore is looking for an Office Administration and Operations Executive. This role involves ensuring the smooth operation of the office and providing administrative support to senior management. The ideal candidate must have at least 4 years' experience in administration or operations, excellent organizational and communication skills, and proficiency in Microsoft 365. This is an office-based role that requires multitasking in a dynamic environment.

Qualifications

• Experience in a consultancy environment is ideal.
• Strong ability to multi-task in a fast-paced environment.
• Required languages: English, Mandarin is a plus.

Responsibilities

• Ensure smooth operation of the Singapore office.
• Support coordination of team-building initiatives.
• Manage regional travel bookings for team members.

Skills

Organisational skills

Written communication

Verbal communication

Multi-tasking

Proficiency in Microsoft 365

Technologically savvy

Education

Min. 4 years’ experience in an administration or operations role

Tools

Microsoft Office (Excel, PowerPoint, Word)

Google Workspace

Job description

Overview

Sandpiper, one of the fastest growing reputation and policy management consultancies in the world, is seeking a proactive, enthusiastic and resourceful individual to join our team as the Office Administration and Operations Executive. The successful candidate will be based in Singapore and will also support and function within the central operations team, supporting our other markets in Australia, China, Dubai, Hong Kong, Malaysia and New Zealand. Sandpiper is a multi-award-winning agency, the second fastest growing firm in Asia Pacific and one of the fastest growing PR firms in the world. Our team are trusted advisors to industry leaders and market disruptors, with expertise spanning corporate communications, healthcare, financial services, capital markets, professional services, ESG and sustainability, brand PR, media relations, public affairs and public policy, and technology. Operating with one global P&L, we leverage new technologies to deliver advisory backed by research and insights for clients worldwide.

Our firm emphasizes hiring the right people, equipping them with the right tools, and delivering results for clients. Our clients are diverse, ranging from asset managers, insurers and banks to disruptive technology firms. We partner with leading businesses to develop effective, evidence-based communications strategies and programmes.

What are we looking for?

We are looking for a thoughtful, energetic, and detail-oriented professional who has the passion and drive to support and be part of a fast-growing and fast-paced business. The successful candidate will need to be self-motivated and take ownership in delivering operational duties. This role plays a key part in ensuring the smooth day-to-day running of our Singapore office, while also providing wide-ranging administrative and operational support to our regional People Success team. It also provides executive support to the firm’s General Manager and Managing Director in Singapore. It is an office-based role with a high volume of in-person errands.

This individual must have a strong ability to multi-task, excellent organisational skills and the ability to support senior leadership. With strong communications skills, this person must be able to collaborate with people at all levels within the organisation and interact with a diverse group of cultures, individuals and personalities.

Requirements

• Min. 4 years’ experience in an administration or operations role, ideally in a consultancy environment
• Communications agency or professional services firm experience a plus
• Excellent written and verbal communications skills
• Responsive, strong organisational skills and the capability to multi-task on multiple projects in a fast-paced environment – managing priorities and meeting deadlines, while maintaining a high level of attention to detail
• Proficient with Microsoft 365 and Office tools, mainly Excel, PowerPoint and Word. Alternative experience with Google Workspace is welcomed
• Technologically savvy and able to use cloud-based systems
• A good team player, enthusiastic and resourceful in supporting the regional team in Asia Pacific
• Required languages: English, Mandarin a plus

Responsibilities

At a general level, the responsibilities include the following:

1. Responsible for ensuring the smooth running of the Singapore office, and other ad hoc requests from the regional People Success team
2. Support with coordination and organisation of local cultural / team building initiatives in partnership with the General Manager
3. Manage regional travel bookings for team members across the business in line with the Sandpiper travel and travel expenses policy
4. Coordinate the purchase of gifts and deliveries for local clients and employees
5. Manage administrative, and any other urgent and ad hoc requests from the CEO, COO, MD SEA and GM SG
6. Be a role model for Sandpiper’s values and behaviours, including the company’s one P&L approach

Detailed role description

This role is multi-faceted embracing the following areas (not listed in particular priority):

• Office and administrative support for Singapore
• Regional administrative support
• People and culture engagement
• IT and onboarding and offboarding support
• ESG Operations support

Office and administrative support for Singapore

• Provide administrative support to the Managing Director and General Manager based in Singapore
• Provide general day-to-day administrative/office management support to the Singapore office as required and manage annual office spend budget for Singapore
• Coordinate with suppliers for insurance, subscriptions and other office supplies (pantry, water supply, etc) related procurement matters locally
• Coordinate office maintenance, renovation and refurbishment matter with the contractors
• Ensure office cleanliness and tidiness in local office
• Support the finance team and company secretary with any physical local filings and submission to the government and embassies
• Assist the Singapore office with the set-up of IT equipment before meetings
• Diary management: Coordinate weekly team meetings and ensure provision of all relevant documents required by agenda. Coordinate diaries, bookings, meetings for weekly events.

Regional administrative support

• Manage all travel bookings as requested for team members across the business in line with the Sandpiper travel and expenses policy
• Manage the office phone lines in Singapore and regionally
• Manage online orders using company credit card
• Hold custody of company credit card for local office spend and submission of invoice to regional Finance team
• Provide administrative support in terms of new business and coordinate signing of contracts
• Ensure timesheets across the business are up to date and accurate
• Monitor and maintain regional team folders in good order
• Support with filling up vendor forms
• Ad hoc requests from regional team

People and culture engagement

• Support with coordination and organisation of local cultural / team building initiatives in partnership with the General Manager in Singapore
• Coordinate welcome lunches, Something to Chew On (lunch and learn), Thursday Hangouts (virtual), Feel Good Friday (virtual) and cultural events in Singapore
• Coordinate the purchase of gifts for clients and employees, including purchase of gift vouchers for weekly hangout winners, anniversary photo frames, birthday cards and team cultural events across all markets

IT and onboarding and offboarding support

• Purchase of new laptops for new hires across all markets
• Keep track of proper records of IT equipment and subscriptions across all markets
• Coordinate the setup of laptop and activation of user accounts for new hires with IT team
• Coordinate and set up new user accounts for Sandpiper software for new hires
• Review and ensure laptops and email accounts are set up by IT in accordance with Sandpiper’s requirements
• Coordinate the deactivation of email and user accounts with IT team for leavers

ESG Operations support

• Support the regional finance team with ESG, mainly with sustainability-related certification initiatives, data collection, target-setting and improvement efforts
• Liaising with key/material suppliers to sustainability initiatives to ensure compliance by suppliers