Office Manager

ICE - Intercontinental Exchange; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A global financial services firm in Singapore is seeking an experienced Office Manager to ensure smooth operations. Responsibilities include managing office services, budget oversight, and supporting executive functions. The ideal candidate has over 7 years of experience, strong project management skills, and the ability to communicate effectively at all levels of the organization.

Qualifications

• 7+ years' experience in a similar role.
• Exceptional project and time management skills.
• Strong written and verbal communication skills.

Responsibilities

• Oversees all office services, incl. facilities, equipment, and security systems.
• Manages the office budget and tracks expenses.
• Handles incoming calls and mail, coordinates communication.

Skills

Project management

Time management

Communication skills

Attention to detail

Relationship building

Tools

Office computer applications

Job description

Job Purpose

The Office Manager is responsible for the smooth operation of the Singapore office, overseeing operational and administrative tasks, ensuring efficiency and productivity.

Responsibilities

Operational Duties

• Facility Management: Oversees all office services, incl. facilities, equipment and security systems, as well as cleaning staff services, liaising with internal and external stakeholders as needed.
• Landlord Relations: Manages all day-to-day communications and set ups with the landlord.
• Budgeting: Manages the office budget, tracks expenses, and identifies cost-saving opportunities.

Administrative Duties

• Office Maintenance: Oversees office and pantry supplies, equipment, and facilities. Handles repairs, maintenance, and vendor relationships.
• Communication: Handles incoming and outgoing calls and mail, coordinates internal and external communications and visitors, and handles all general reception services.
• Record Keeping: Maintains accurate office activity records, incl. expenses, invoices, and employee information.
• Government Interactions: Administers access to Corppass accounts and coordinates the submission of government surveys.
• Policy Implementation: Enforces office policies and procedures to ensure compliance with company standards.

Additional Responsibilities

• Onboarding: Welcomes new employees and assists with their integration into the company.
• Event Planning: Supports marketing with local events and assists with Singapore staff social activities.
• Executive Support: Provides EA support to the President & COO, as well as to the regulated entities for board and committee meetings.

Knowledge and Experience

• 7+ years’ experience in a similar role
• Excellent general office computer application skills
• Exceptional project management, time management and prioritization skills
• Strong written and verbal communication skills
• Proactive mindset with attention to detail
• High level of ownership of responsibilities; results-oriented
• Ability to build strong relationships with senior management internally and externally
• Outstanding professionalism and integrity