Office Coordinator

HireArt; Singapore; On-site; SGD 49,000 - 52,000; Full time

Job summary

HireArt is seeking an Office Coordinator to be the first point of contact for employees, guests, and candidates at its Singapore hub. You will oversee front desk operations and maintain a world-class workplace experience while supporting secondary APAC offices remotely or onsite.

The role requires 3+ years in office coordination, exceptional English communication, and willingness to travel within APAC up to 20%.

Qualifications

• 3+ years of experience in office coordination, workplace experience, facilities administration, or similar in tech startups or fast-paced environments.
• Exceptional written, verbal, and interpersonal communication in English.
• Ability to collaborate across cultures and time zones with global stakeholders.
• Willingness to travel within APAC up to 20% with company-covered expenses.

Responsibilities

• Provide an outstanding reception experience for employees, guests, and candidates.
• Manage front desk, local vendor relationships, and building maintenance.
• Own guest management and update workflows in the Envoy system.
• Maintain security by managing access control and coordinating with building management.

Skills

Office coordination

Communication

Cross-cultural collaboration

Project management

Independent work

Tools

Google Workspace

Slack

Zoom

Guest and access control systems

Job description

Expected compensation: 28.00 - 30.00 USD Per Hour

HireArt is helping a fast-growing financial software startup find an Office Coordinator to be the company’s first point of contact and friendly face for all employees, guests, and candidates at its primary Singapore hub while providing operational support for secondary offices across the APAC region.

In this role, you will primarily sit at the front desk in reception and complete tasks around the office to maintain a world-class experience for the company’s employees. You’ll independently oversee day-to-day workplace operations in Singapore while providing remote or onsite operational coverage for other APAC offices as needed.

The ideal candidate is a polished, proactive, and highly autonomous professional who can independently manage workplace operations while collaborating effectively with teams across cultures and time zones. You are adaptable, resourceful, and willing to travel throughout the APAC region as business needs arise.

As An Office Coordinator, You Will

• Provide an outstanding experience for anyone walking through the company’s doors, exhibiting confidence, polish, and professionalism when representing it or the People Team.
• Independently manage front desk and office operations and local vendor relationships, including cleaning services, pantry suppliers, and building maintenance.
• Own the Envoy guest management system and integrate updates into guest and candidate workflows.
• Add, delete, and modify users and keycards within the access control system while maintaining physical security protocols.
• Serve as the primary liaison with property management, including submitting service requests, maintaining employee access information, and communicating building events and emergency protocols.
• Coordinate logistics, catering, and treats for Company Days, cultural celebrations, and other local office events.
• Navigate employee requests, questions, and concerns in a timely, accurate, and customer-focused manner.
• Coordinate with the Onboarding and IT teams to prepare desks and welcome materials for new hires.
• Collect and distribute mail and packages, maintain pantry and workplace supplies, and successfully complete opening and closing procedures throughout the office.
• Maintain workplace operations in accordance with local Workplace Safety and Health (WSH) guidelines.
• Provide remote administrative and operational coverage for secondary APAC offices during coordinator absences, team expansions, or leave periods.
• Travel to other APAC office locations for events, office launches, or periods requiring additional operational support, as needed, with company-covered travel expenses.
• Help maintain consistent vendor standards and workplace experience practices across regional offices.

Requirements

• 3+ years of experience in office coordination, workplace experience, facilities administration, or similar within a tech startup, financial services company, or fast-paced corporate environment
• Exceptional written, verbal, and interpersonal communication skills in English
• Ability to collaborate effectively across cultures and time zones with global stakeholders
• Proactive, adaptable, resourceful, and highly organized with strong attention to detail
• Ability to work independently without direct daily supervision
• Strong project management and organizational skills
• Proficiency with Google Workspace, Slack, Zoom, and guest and access control systems
• Willingness and ability to travel within the APAC region on short notice as business needs arise, up to 20%; required business travel expenses will be covered by the company

Commitment:

This is a full-time, 12-month contract based onsite in the client’s Singapore office.

We value diversity and are an Equal Opportunity Employer. Due to local work pass quotas, Singapore Citizens and Permanent Residents are highly encouraged to apply.