Office Management Specialist (5 month'sContract)

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

Job summary

A leading company in Singapore is seeking a Guru for a 5-month contract to manage office operations and administrative duties. The role includes supervising the reception, handling inquiries, managing expenses, and supporting the office environment. The ideal candidate has strong leadership skills and experience in administrative roles with advanced proficiency in MS Office.

Qualifications

• Proven experience in a senior clerical and administrative capacity.PREFERRED experience in office moves.
• Advanced proficiency in MS Office, especially Excel, Word, and PowerPoint.
• Ability to work independently with minimal supervision.

Responsibilities

• Overseeing management of guest inquiries and calls.
• Managing office expenses and equipment.
• Supporting onboarding and offboarding logistics.

Skills

Negotiation skills

Leadership

Multi-tasking

Prioritization skills

Tools

MS Office

Job description

Please note this is a 5 months contract

As a Guru you will be accountable for:

• Ensuring that the company is positively represented in all interactions and promoting a positive impression to customers and visitors. Overseeing the management of guest and visitor inquiries at the reception counter.
• Managing all incoming or outgoing calls appropriately and courteously. Handling complex inquiries, transferring phone calls, and taking messages for related staff.
• Leading the liaison with vendors and suppliers for office management services, including couriers'/shipment arrangements. Negotiating contracts and managing relationships to ensure high-quality service delivery.
• Overseeing the office’s expenses and equipment, including stationery supplies and cleaning materials. Implementing cost-saving measures and ensuring efficient inventory management.
• Ensuring the overall safety, security, and cleanliness of the corporate office by supervising housekeeping activities.
• Performing and overseeing administrative duties such as data entry, photocopying, and filing of documents. Maintaining and updating seating charts and employee contact information lists.
• Maintaining and updating seating charts and employee contact information lists.
• Liaising with building management and relevant vendors on mechanical and electrical faults.
• Supporting onboarding and offboarding logistics (welcome pack, building or door access card, etc.).
• Ensuring continuous maintenance contracts for office services.
• Analyzing, directing, and reporting on all cost containment opportunities related to support services (invoicing, mail, supply/furniture ordering, space allocations, facility management, etc.).
• Managing meeting rooms: ensuring they are clean and tidy, and supplying resources on time.
• Managing received goods: recording and distributing all delivered items from suppliers through proper checking.
• Managing the workplace environment: keeping it clean and ensuring reading materials are neatly arranged.
• Submitting all payment requests to the Finance department promptly for courier services, utility charges, etc.
• Managing assets: borrowing and maintaining projectors and terminals, ensuring all assets are in good condition.
• Preparing and generating administrative reports.
• Distributing company appreciation gifts, tokens, and goodies for company functions.
• Ordering flowers for employees during hospitalization or maternity leave.
• Providing general office support to staff.
• Undertaking special assignments, ad-hoc functions, and related duties as required.

We're looking for someone who has:

• Proven experience in a senior clerical and administrative capacity, preferably as an office admin or similar role. Experience in office moves is preferred.
• Advanced proficiency in MS Office, especially Excel, Word, and PowerPoint. Excellent multi-tasking, prioritization skills, and the ability to work under pressure. Strong negotiating skills.
• A positive attitude and the ability to work independently with minimal supervision. Strong leadership and team management abilities.