Office Coordinator

SIG Susquehanna; Singapore; On-site; SGD 45,000 - 60,000; Full time

Job summary

Susquehanna seeks a proactive Office Coordinator in our Singapore office to support day-to-day employee and guest experiences. You will oversee reception, office services, hospitality, events and administrative support, creating a welcoming, well-organised environment that makes employees’ working lives easier.

You will partner with local colleagues and APAC teams across Employee Experience, Facilities, IT, Recruiting and Travel to ensure smooth operations, strong service delivery and a positive

Qualifications

• Around three to five years’ relevant experience in office coordination, reception, employee experience, hospitality or administrative support.
• A welcoming, service-focused approach and an interest in creating a positive experience for employees and guests.
• Strong organisation and attention to detail, with the ability to balance competing requests and follow through.
• Confidence working independently, anticipating needs, solving practical problems and recognising when to escalate.
• Clear communication and the ability to build effective relationships with colleagues, regional teams and service providers.
• Flexibility and a willingness to help across a broad range of tasks.
• Discretion when handling confidential information and sound awareness of data protection and office security.
• Confidence using everyday office systems and learning new tools.
• Financial services experience is helpful; candidates with relevant transferable experience are also welcome.

Responsibilities

• Be a welcoming and approachable first point of contact for employees, candidates, visitors and contractors.
• Manage reception, incoming calls and general enquiries, connecting people with the right colleagues and following through on requests.
• Coordinate visitor arrivals, notify hosts and follow building access and office security procedures.
• Partner with Recruiting to coordinate candidate arrivals and interview room readiness, ensuring a professional and positive experience.
• Prepare meeting rooms, ensuring they are presentable, refreshments are available and meeting technology is ready in coordination with IT.
• Support visiting employees with workspace arrangements, access cards, office information and accommodation coordination where required.
• Coordinate new starter office setup, including building access, desk allocation,and supplies, and introduce employees to office amenities and services.
• Help maintain a welcoming, organised, and well-stocked office.
• Coordinate day-to-day food, beverage and pantry services where provided, monitoring supplies, presentation and vendor service.
• Arrange catering for meetings and office gatherings, communicating dietary requirements and coordinating delivery, setup and collection.
• Keep employees informed about office services, visiting vendors, upcoming activities and service changes.
• Support local employee amenities, perks and recognition programs in partnership with regional Employee Experience colleagues.
• Gather employee feedback, identify recurring needs and suggest practical improvements to office services and the everyday workplace experience.
• Serve as the local point of contact for maintenance requests, resolving straightforward issues and coordinating repairs with the Sydney Facilities team.
• Coordinate cleaning and equipment servicing, raising service or maintenance concerns and tracking them through to resolution.
• Coordinate vendor visits, scheduling, site access,and service issues, and support contract renewals with the relevant regional teams.
• Support office moves, layout changes and asset tracking in partnership with Facilities and IT.
• Maintain current emergency contacts and support local safety and emergency procedures under the guidance of the relevant teams.
• Manage mail, deliveries, business shipments and office supplies.
• Maintain office records, seating plans, onboarding checklists, vendor contacts and emergency information employee-facing office information.
• Assist with travel, accommodation and expenses in coordination with Travel Services and in line with the APAC travel policy, escalating exceptions as appropriate.
• Handle ad hoc requests and administrative projects, balancing planned work with day-to-day employee needs.
• Maintain clear processes and handover information to support consistent service and coverage.
• Coordinate team activities, office outings and smaller employee gatherings, including venue bookings, catering, registrations and logistics.
• Support local delivery of employee milestones, recognition moments and seasonal celebrations in partnership with regional Employee Experience teams.
• Provide logistical support for recruiting, sales and sponsored events, coordinating with the relevant business teams.
• Maintain a local calendar of activities and help prepare clear, timely employee communications.
• Gather feedback and recommend activities that reflect employee interests and support connection across the office.

Skills

Office coordination

Reception

Employee experience

Hospitality

Administrative support

Job description

Overview

Susquehanna is seeking a proactive Office Coordinator to support the day-to-day employee and guest experience in our Singapore office. Supporting a small team, you will bring together reception, office services, hospitality, events and administrative support to create a welcoming, well-organised environment that makes employees’ working lives easier.

You will serve as a central point of contact for everyday office needs, working closely with local colleagues and regional Employee Experience, Facilities, IT, Recruiting and Travel teams across APAC.

This is a hands-on role for someone who enjoys variety, anticipates needs and takes ownership, using practical judgement and a service-focused approach to keep things running smoothly.

What you’ll do

Front desk and employee support

• Be a welcoming and approachable first point of contact for employees, candidates, visitors and contractors.
• Manage reception, incoming calls and general enquiries, connecting people with the right colleagues and following through on requests.
• Coordinate visitor arrivals, notify hosts and follow building access and office security procedures.
• Partner with Recruiting to coordinate candidate arrivals and interview room readiness, ensuring a professional and positive experience.
• Prepare meeting rooms, ensuring they are presentable, refreshments are available and meeting technology is ready in coordination with IT.
• Support visiting employees with workspace arrangements, access cards, office information and accommodation coordination where required.
• Coordinate new starter office setup, including building access, desk allocation,and supplies, and introduce employees to office amenities and services.

Office experience and hospitality

• Help maintain a welcoming, organised, and well-stocked office.
• Coordinate day-to-day food, beverage and pantry services where provided, monitoring supplies, presentation and vendor service.
• Arrange catering for meetings and office gatherings, communicating dietary requirements and coordinating delivery, setup and collection.
• Keep employees informed about office services, visiting vendors, upcoming activities and service changes.
• Support local employee amenities, perks and recognition programs in partnership with regional Employee Experience colleagues.
• Gather employee feedback, identify recurring needs and suggest practical improvements to office services and the everyday workplace experience.

Facilities and vendors

• Serve as the local point of contact for maintenance requests, resolving straightforward issues and coordinating repairs with the Sydney Facilities team.
• Coordinate cleaning and equipment servicing, raising service or maintenance concerns and tracking them through to resolution.
• Coordinate vendor visits, scheduling, site access,and service issues, and support contract renewals with the relevant regional teams.
• Support office moves, layout changes and asset trackingin partnership with Facilities and IT.
• Maintain current emergency contacts and support local safety and emergency procedures under the guidance of the relevant teams.

Administration and team assistance

• Manage mail, deliveries, business shipments and office supplies.
• Maintain office records, seating plans, onboarding checklists, vendor contacts andemergency information employee-facing office information.
• Assist with travel, accommodation and expenses in coordination with Travel Services and in line with the APAC travel policy, escalating exceptions as appropriate.
• Handle ad hoc requests and administrative projects, balancing planned work with day-to-day employee needs.
• Maintain clear processes and handover information to support consistent service and coverage.

Events andemployee programs

• Coordinate team activities, office outings and smaller employee gatherings, including venue bookings, catering, registrations and logistics.
• Support local delivery of employee milestones, recognition moments and seasonal celebrations in partnership with regional Employee Experience teams.
• Provide logistical support for recruiting, sales and sponsored events, coordinating with the relevant business teams.
• Maintain a local calendar of activities and help prepare clear, timely employee communications.
• Gather feedback and recommend activities that reflect employee interests and support connection across the office.

Finance support

• Assist with vendor payments, corporate card reconciliations, expenditure tracking and month-end reporting as required.
• Track office service and event costs, maintain accurate records and flag discrepancies or anticipated changes in spending.
• Follow purchasing and approval processes when arranging supplies, services and events.

What we’re looking for

• Around three to five years’ relevant experience in office coordination, reception, employee experienc, hospitality or administrative support.
• A welcoming, service-focused approach and an interest in creating a positive experience for employees and guests.
• Strong organisation and attention to detail, with the ability to balance competing requests and follow through.
• Confidence working independently, anticipating needs, solving practical problems and recognising when to escalare.
• Clear communication and the ability to build effective relationships with colleagues, regional teams and service providers.
• Flexibility and a willingness to help across a broad range of tasks.
• Discretion when handling confidential information and sound awareness of data protection and office security.
• Confidence using everyday office systems and learning new tools.
• Financial services experience is helpful; candidates with relevant transferable experience are also welcome.

What’s in it for you

• Join a collaborative and international working environment.
• Take ownership of a visible role that directly shapes the experience of employees, candidates and guests.
• Work closely with colleaguesacross Susquehanna’s international offices.
• Develop your skills across employee experience, reception, hospitality, office services and events.
• Contribute ideas that improve everyday services and help employees feel welcomed, supported and connected.

About Susquehanna

Susquehanna is a global quantitative trading firm powered by scientific rigor, curiosity, and innovation. Our culture is intellectually driven and highly collaborative, bringing together researchers, engineers, and traders to design and deploy impactful strategies in our systematic trading environment. To meet the unique challenges of global markets, Susquehanna applies machine learning and advanced quantitative research to vast datasets in order to uncover actionable insights and build effective strategies. By uniting deep market expertise with cutting-edge technology, we excel in solving complex problems and pushing boundaries together.

What we do

Susquehanna’s deep integration of trading, technology and quant research makes us experts in trading essentially all listed financial products and asset classes, with a focus on derivatives. We handle millions of trading transactions around the world every day as both a market maker and market taker. Our efforts provide liquidity and ensure competitive prices for buyers and sellers. While our presence in the market is broad, our trading desks are highly specialized to allow for a deep understanding of the unique drivers of each asset class.

Equal Opportunity Statement

We encourage applications from candidates from all backgrounds, and we welcome requests for reasonableadjustmentsduring the recruitment process to ensure that you can best demonstrate your abilities.