Office Manager

Toss-Ex Pte Ltd; Singapore; On-site; SGD 54,000 - 80,000; Full time

Job summary

Toss-Ex Pte Ltd is seeking a proactive Office Manager to oversee facilities, security, and HSE support across our Singapore premises. You will partner with staff, contractors and management to maintain a safe, efficient and well‑maintained workplace, while handling day‑to‑day admin and vendor relationships.

This role goes beyond traditional admin, requiring hands-on management of access control, CCTV, maintenance scheduling and emergency planning, with a focus on cost control and compliance.

Qualifications

• Diploma or degree in Business Administration, Facility Management, Occupational Health and Safety, or related field.
• 3–5 years of experience in office management or facility management in operational settings.
• Working knowledge of workplace health and safety regulations.
• Experience managing vendors, contractors and SLAs.
• Proficiency in Microsoft Office and CAFM/ticketing systems.

Responsibilities

• Oversee daily upkeep of offices and common areas, ensuring cleanliness and good condition.
• Coordinate preventive and reactive maintenance for HVAC, electrical, plumbing, lighting, fire systems, lifts and other building services; log, prioritize and track all maintenance requests to closure.
• Manage vendor relationships, service providers and budgets; obtain quotations and review invoices.
• Administer physical access control: access cards/keys, visitor management, contractor sign-in and escorted access; monitor access rights.
• Support HSE activities, incident reporting, risk assessments and emergency response planning.
• General office administration including visitor handling, mail, meetings and travel coordination.

Skills

Organizational skills

Multitasking

Attention to detail

Clear communication

Incident response

Vendor management

Problem solving

Education

Diploma or degree in Business Administration, Facility Management, Occupational Health and Safety, or related field

Tools

Microsoft Office

CAFM systems

Ticketing systems

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 vendors,contractors and service-level agreements.
• Proficiency in Microsoft Office (Word,Excel, Outlook) and comfort with CAFM/ticketing or similar systems.

Preferred

• Experience with access control, CCTVand alarm systems.
• Experience handling facility budgetsand procurement.

Skills and Competencies

• Strong organizational and multitaskingskills with the ability to prioritize under pressure.
• High attention to detail, integrityand discretion when dealing with sensitive and security-related information.
• Calm, decisive response in emergenciesand during incidents.
• Clear written and verbalcommunication; able to engage everyone from frontline staff to seniorleadership.
• Practical, problem-solving mindsetwith a service-oriented approach.
• Negotiation and vendor managementskills.
• Sound record-keeping and reportingdiscipline.

Key Performance Indicators

• Maintenance requests closed withinagreed timeframes
• Facility spends against budget
• Completion rate of scheduledinspections, drills and safety training
• Number and closure rate of securityand HSE incidents, near misses and corrective actions
• Audit and inspection results
• Contractor and visitor compliancerates
• Staff satisfaction with the workplaceenvironment

Working Conditions

• Primarily office and on-site based,with regular walk-throughs of facilities, grounds and operational areas.
• Occasional work outside standard hoursfor emergencies, drills, contractor works or security incidents.
• May require lifting light equipmentand extended periods of walking or standing during inspections.
• Must be able to serve as an emergencycontact and respond when needed.