Office Manager

YTL PowerSeraya Pte. Limited; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

YTL PowerSeraya Pte. Limited is seeking an Office Manager to ensure the smooth day-to-day operation of the corporate office and provide executive support to the CEO and Senior Management Team.

You will oversee reception, facilities, and vendor management, coordinate business travel, and help prepare materials for meetings and events. This role requires 3-5 years of related experience and strong organizational skills.

Qualifications

• Minimum 3-5 years of experience in office management, executive support, or administration.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).
• Strong organisational, communication, and stakeholder management skills.
• Ability to multitask and work independently in a fast-paced environment.

Responsibilities

• Provide administrative support to the CEO and Senior Management Team as required.
• Manage meeting schedules, appointments, and calendars.
• Coordinate audits and Board meetings, including scheduling with Directors' PAs, confirming meeting arrangements and connectivity testing.
• Prepare meeting materials, presentations, reports, and correspondence.
• Coordinate and follow up on administrative matters and action items.
• Support company events, projects, and other business initiatives.
• Oversee the daily operations of the office, ensuring an efficient, safe, and professional work environment.
• Manage office supplies, pantry inventory, mail handling, office equipment, and administrative services.
• Liaise with building management, vendors, and service providers on facilities maintenance and office-related matters.
• Manage office assets, service contracts, and office-related invoices.
• Ensure workplace readiness, cleanliness, safety, and security.
• Supervise the part-time Receptionist and ensure smooth front office operations and service standards.
• Provide guidance and support on visitor management, mail handling, courier services, and reception processes.
• Act as reception backup during the Receptionist's absence or when additional support is required.
• Ensure visitors, guests, and vendors are welcomed professionally and receive a positive experience.
• Coordinate business travel arrangements, including flights, accommodation, transportation, visas, and travel documentation.
• Ensure travel arrangements comply with company policies and budget guidelines.
• Liaise with travel agencies, employees, and service providers to facilitate travel requirements.
• Process travel-related invoices and documentation.

Skills

Microsoft Office

Organisational skills

Communication skills

Stakeholder management

Multitasking

Executive support

Independent worker

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

Job description

The Office Manager is responsible for the smooth day-to-day operation of the corporate office. The role provides administrative support to the CEO and Senior Management Team, oversees reception and office administration activities, manages facilities and vendors, and coordinates business travel arrangements for employees.

Key Responsibilities

1. Office Administration & Executive Support

• Provide administrative support to the CEO and Senior Management Team as required.

• Manage meeting schedules, appointments, and calendars.

• Coordinate YTLPS Audit and Board Meetings, including scheduling with Directors' PAs, confirming meeting arrangements and facilitating connectivity testing.

• Prepare meeting materials, presentations, reports, and correspondence.

• Coordinate and follow up on administrative matters and action items.

• Support company events, projects, and other business initiatives.

2. Office Operations & Facilities Management

• Oversee the daily operations of the office, ensuring an efficient, safe, and professional work environment.

• Manage office supplies, pantry inventory, mail handling, office equipment, and administrative services.

• Liaise with building management, vendors, and service providers on facilities maintenance and office-related matters.

• Manage office assets, service contracts, and office-related invoices.

• Ensure workplace readiness, cleanliness, safety, and security.

3. Reception & Front Office Management

• Supervise the part-time Receptionist and ensure smooth front office operations and service standards.

• Provide guidance and support on visitor management, mail handling, courier services, and reception processes.

• Act as reception backup during the Receptionist's absence or when additional support is required.

• Ensure visitors, guests, and vendors are welcomed professionally and receive a positive experience.

4. Travel Coordination

• Coordinate business travel arrangements, including flights, accommodation, transportation, visas, and travel documentation.

• Ensure travel arrangements comply with company policies and budget guidelines.

• Liaise with travel agencies, employees, and service providers to facilitate travel requirements.

• Process travel-related invoices and documentation.

Qualifications

• Minimum 3-5 years of experience in office management, executive support, or administration.

• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).

• Strong organisational, communication, and stakeholder management skills.

• Ability to multitask and work independently in a fast-paced environment.