Office Administrator

OCORIAN SINGAPORE TRUST COMPANY PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A multinational financial services firm in Singapore seeks an Office Administrator responsible for managing office operations, coordinating with various departments, and ensuring efficient administrative processes. Ideal candidates will have a diploma in a relevant field and at least 2 years of experience in a multinational setting. Proficiency in MS Word and strong organizational skills are essential. This position offers an engaging work atmosphere focused on collaboration and support.

Qualifications

• At least 2 years of experience as Office Administrator in a multinational company.
• Proficient in MS Word.
• Strong organizational and time management skills.

Responsibilities

• Manage lease agreements and liaise with authorities.
• Coordinate office insurance and maintain office policies.
• Assist with audit processes and manage petty cash.

Skills

Proficient in Microsoft Office suite

Excellent written communication skills

Excellent interpersonal skills

Good organizational skills

Time management skills

Education

Diploma/University degree in Business, Finance, or HR

Job description

Purpose of the job

The Office Administrator (OA) is responsible for managing a variety of tasks and responsibilities that work to keep the office running efficiently. On any given day, an OA can be found creating office wide communications, scheduling office functions and coordinating with the different departments.

Main Responsibilities

Administration

• Manage Ocorian Singapore entities lease agreements, renewals, and one of contact person for landlord/building management.
• Liaison with authorities to request for online portal admin login
• BCP champion: To assist Manager, Private Clients to ensure the Business Continuity Plan is kept up to date and implement testing thereof.
• Coordinate with Group Risk and Legal to ensure that office insurances are up to date and meets requirements of local authorities.
• Manage and renew service contracts with suppliers to ensure office needs are met.
• Maintain, update, and monitor office policies.
• Assist on the development and maintenance of efficient and effective office systems.
• Ensure that all internal processes are effectively and efficiently followed
• Main point of contact re coordination with other departments in the group. (Finance, HR, IT, Legal, Compliance)
• Mobilization, delivery and coordination of office moves, furniture procurement and renovations.
• Work closely with other service lines in the organisation to provide a seamless and integrated set of support to the operations (client facing) team.

Finance

• Recording, monitoring and reconciling Petty Cash/Paypal/debit card related to Office and Client Disbursements.
• Go-to person of the client facing team for information re client disbursements, DOA
• Assist in audit process, eg preparation of confirmations, casting, co-ordination
• Ensure that bank balances are available for Office payments, DEWS and Payroll
• Ensure that GAT (Global Acctg Team) has processed all office payments before due date.
• Issue cheques to suppliers.
• Follow up with bank for swift details.
• Bank administrator
• Fill up the surveys as required by the authorities/clients

HR

• Liaising with recruitment agencies on the ground and organizing for physical interviews.
• Ground person for all staff matters (new joiners / leavers)
• Ground person in charge for communicating with Authorities re HR matters (example: clarification of requirements)
• Ensure Health & Safety processes and procedures are kept up to date and changes advised to all members of the team.
• Maintain summary of staff flexi benefits

IT

• Main point of contact of Ocorian IT department and 3rd party service provider for the Singapore office
• IT’s on ground person for setting up equipment and access required by new hires.
• Retrieval of all equipment and access by leavers
• Replacement of equipment for current staff
• Procurement of IT equipment

Reception

• Setting up and scheduling of meetings and organizing team events.
• Answer and redirect phone calls
• Hosting office visitors and clients
• Arranging and receiving couriers
• Ensure that all office supplies are in stock.
• General office duties and any other duties that may be required relating to the office.

Marketing

• Local point of contact of Commercial team in organizing Receptions / Events
• Assist Commercial teams for preparation of collaterals

Qualifications

• Diploma/University degree in a relevant discipline (Business, Finance, HR)
• at least 2 years experience as Office Administrator in a multinational company
• Proficient in the use of the Microsoft Office suite of applications, specifically MS Word.
• Excellent written and oral communication skills.
• Good organizational and time management skills.
• Excellent interpersonal skills.

Knowledge, Skills & Experience

• Diploma/University degree in a relevant discipline (Business, Finance, HR)
• at least 2 years experience as Office Administrator in a multinational company
• Proficient in the use of the Microsoft Office suite of applications, specifically MS Word.
• Excellent written and oral communication skills.
• Good organizational and time management skills.
• Excellent interpersonal skills.

Competencies

• Able to multi-task in a fast-paced environment.
• Work well under pressure and quickly identify and solve problems.
• Strong organizational skills
• Time management skills