Office Manager

TOSS-EX PR PTE. LTD.; Singapore; On-site; SGD 45,000 - 78,000; Full time

Job summary

TOSS-EX PR PTE. LTD. is seeking an proactive Office Manager to own day-to-day facility management, security, and HSE coordination. You will work with staff, contractors, visitors and management to keep the workplace safe, compliant and well-maintained.

The role involves managing vendor relationships, coordinating maintenance, and supporting HR and Finance onboarding logistics while promoting a safe and efficient office environment.

Qualifications

• 3-5 years of experience in office or facility management, preferably in operational environments.
• Experience with safety regulations and compliance practices.
• Experience coordinating vendors and service providers.

Responsibilities

• Oversee daily office and facility upkeep, including common areas and grounds, ensuring cleanliness and safety.
• Coordinate maintenance for HVAC, electrical, plumbing, lighting, fire systems, and elevators; track requests and budgets.
• Administer site security: access control, visitor management, CCTV, and security personnel coordination.
• Support HSE activities: inspections, drills, incidents, and training documentation.
• Assist with HR/Finance onboarding logistics and general admin as needed.

Skills

Facility management

Office management

HSE awareness

Security operations

Vendor management

Education

Diploma or degree in Business Administration/related field

Tools

MS Office

Access control systems

Maintenance management software

Job description

Position Summary

We arelooking for a proactive, detail-oriented Office Manager to keep our premisessafe, secure, compliant and running smoothly. This role goes beyond traditionaloffice administration: you will be the primary owner of day-to-day facilitymanagement, a key point of control for site and operational security, and ahands-on assistant to the HSE function. You will work with staff, contractors,visitors and management to ensure that our workplace is a safe, efficient andwell-maintained environment.

Key Areas of Responsibility

1. Facility Management(Primary Focus)

• Oversee the daily upkeep of offices,common areas, storage spaces and site grounds, ensuring they are clean, orderlyand in good working conditions.
• Manage relationships with landlords,building management and service providers (cleaning, pest control, wasteremoval, landscaping, catering, couriers).
• Coordinate preventive and reactivemaintenance for HVAC, electrical, plumbing, lighting, fire systems, lifts andother building services; log, priorities and track all maintenance requests toclosure.
• Maintain a facility asset register andmaintenance schedule, including service due dates, warranties and inspectioncertificates.
• Obtain quotations, raise purchaseorders, review invoices and monitor the facility budget; identify cost-savingopportunities.
• Manage office supplies, equipment,furniture and workspace allocation, including moves, onboarding and offboardingsetups.
• Plan and supervise office renovations,relocations or fit-out work, coordinating with contractors and ensuring minimaldisruption.
• Oversee utilities, leases, insurancerenewals and facility-related licenses and permits.

2. Site and OperationsSecurity

• Administer physical access control:access cards/keys, visitor management, contractor sign-in and escorted access,and regular access-rights reviews.
• Supervise security personnel or guardservice providers, including shift schedules, post orders, patrol logs andperformance reviews.
• Oversee CCTV, alarm and intruderdetection systems; ensure they are tested, maintained, and that footage isretained and accessed according to policy.
• Maintain key registers, asset taggingand stock/equipment controls to safeguard company property.
• Enforce site security procedures fordeliveries, vehicle access, after-hours entry and restricted areas.
• Record, investigate and escalatesecurity incidents (theft, trespass, tailgating, suspicious activity) andreport to management with corrective recommendations.
• Support information and documentsecurity on site (clean-desk practice, secure storage, confidential wastedisposal).
• Assist with security risk assessmentsand with business continuity and emergency response planning.

3. HSE Assistance

• Support the HSE Officer/Manager inimplementing and monitoring the company's Health, Safety and Environmentpolicies and procedures.
• Coordinate and document regularworkplace inspections, fire drills, evacuation exercises and first-aidreadiness (fire extinguishers, first-aid kits, AEDs, emergency lighting andassembly points).
• Maintain HSE records: incident andnear-miss reports, risk assessments, safety data sheets, training records,permits and audit evidence.
• Support incident reporting and investigationsand track corrective and preventive actions to completion.
• Schedule and track HSE training,inductions and certifications for employees, contractors and visitors.
• Verify that contractors have validinsurance, permits and method statements/risk assessments before work begins,and monitor compliance while on site.
• Promote safety awareness throughtoolbox talks, notices, campaigns and regular reminders; encourage hazardreporting.
• Assist with ergonomic assessments,waste management, recycling and other environmental initiatives.
• Help prepare for internal and externalaudits and regulatory inspections.

4. General OfficeAdministration

• Act as the first point of contact forvisitors, couriers and vendors, and direct enquiries appropriately.
• Manage incoming and outgoing mail,deliveries, filing systems and records.
• Support management with scheduling,meeting room and travel coordination, and company events.
• Support HR and Finance with onboardinglogistics, expense processing, vendor onboarding and basic reporting.
• Prepare reports, dashboards and KPIson facility, security and HSE performance for management review.
• Build and maintain emergency contactlists, call trees and standard operating procedures for the office.

Qualifications andExperience

Required

• Diploma or degree in BusinessAdministration, Facility Management, Occupational Health and Safety, or arelated field (or equivalent experience).
• 3-5 years of experience in officemanagement, facility management or administration, ideally in an operational,industrial, logistics or multi-tenant environment.
• Working knowledge of workplace healthand safety regulations and good practice.
• Experience managing vend