Office Manager

stephenson harwood llp; Singapore; On-site; SGD 45,000 - 75,000; Full time

Benefits offered by this job

Hybrid work model

Competitive salary

Job summary

Stephenson Harwood LLP in Singapore is seeking an Office Manager to lead the front of house and administrative functions, ensuring high-quality workplace services and a welcoming, compliant office environment.

You will manage local contracts, budgets, and health, safety, and security, support travel for international colleagues, coordinate events, and build strong relationships with colleagues and service providers. Hybrid working options are available and discussed during the interview process.

Qualifications

• Reliability and discretion in handling stakeholder expectations.
• Accountability to implement policies and processes.
• Adaptability to new processes and ways of working.
• Excellent communication and relationship-building with colleagues and clients.
• Conference and events experience desirable.
• Ability to lead and make things happen in the workplace.
• Familiarity with local health & safety, diversity & inclusion, and environmental legislation.
• Ability to work autonomously and take proactive decisions.
• Strong written and verbal communication.
• Commercial awareness to scrutinise costs and contracts.
• Solid IT skills, MS Office proficiency.

Responsibilities

• Lead, motivate, and develop the front of house and administrative team for high performance.
• Promote an inclusive, healthy workplace culture and wellbeing initiatives.
• Model professionalism and customer service in all interactions.
• Oversee local contracts and office services to ensure value for money.
• Address poor performance and manage subcontracted services to standards.
• Manage landlords/building issues and oversee office renovations or refurbishments.
• Manage insurance renewals and ensure adequate coverage.
• Oversee local office budgets, monitor expenditure, and identify cost savings.
• Ensure provision of workplace equipment and resources.
• Ensure compliance with local health, safety, environmental, and security regulations.
• Implement and update local workplace procedures to safeguard employee wellbeing.
• Oversee DSE assessments and workplace adjustments where required.
• Report risks or incidents promptly.
• Lead travel management for the office, including hotel rates and hosting international colleagues.
• Coordinate company events and conferences as required.
• Build relationships with internal/external stakeholders and service providers.
• Provide reports to Head of Business Operations and senior leaders.
• Stay abreast of best practices in office management and professional development.

Skills

Reliability

Discretion

Accountability

Adaptability

Communication

Leadership

Conference & Events

Autonomy

H&S & ESG familiarity

IT literacy

Tools

Microsoft Office

Job description

What we will offer

We will offer you a place where you can be yourself and there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can gain early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

You can expect

• A competitive salary and a host of family friendly policies
• Life assurance, private health and dental care for you and your family.
• We support the causes you care about, by giving you one day per year off to volunteer with any charity that you are involved with outside of work.
• A wellbeing strategy that focuses on preventative measures to maintain overall health, and tools and support for when our people experience physical or mental difficulties. The strategy focuses on four pillars: physical, emotional, financial and social aspects.
• Most of our roles are hybrid, meaning that colleagues benefit from working in our office and remotely. We are happy to discuss this and other flexible working arrangements with you as part of the application and interview process.
• We are an equal opportunity organisation, committed to having a diverse workforce. We do not discriminate on the basis of age, sex, race, disability, sexual orientation, culture, or any other protected characteristics. We aim to create a culture where everyone can be themselves and is valued for their strengths and unique perspectives

Team structure

The Office Manager is responsible for ensuring the smooth and efficient running of the local office, delivering high-quality workplace services, and fostering a positive, inclusive, and productive environment for all colleagues and visitors. This role combines leadership, operational management, and a strong focus on employee wellbeing, compliance, and continuous improvement

Main responsibilities

• Lead, motivate, and develop the front of house and administrative team, fostering a culture of high performance, collaboration, and continuous improvement.
• Champion a positive, inclusive, and healthy workplace culture, actively promoting wellbeing, diversity, equity, and inclusion initiatives.
• Act as a role model for professionalism, integrity, and customer service.
• Oversee and manage local contracts and providers for workplace and office services, ensuring high standards of service delivery and value for money.
• Proactively address poor performance and manage subcontracted services to meet required standards.
• Engage with landlords and building management on maintenance issues and oversee building projects, renovations, or refurbishments as the local point of contact.
• Manage the insurance renewal process for the office, ensuring all policies are up to date with adequate coverage.
• Manage local office budgets, monitor expenditure, and identify opportunities for cost savings and operational efficiencies.
• Ensure the office has adequate provision of workplace equipment and resources.
• Ensure full compliance with all local health & safety, environmental, and security regulations, as well as firm policies.
• Implement, maintain, and create local workplace procedures to ensure the health, safety, and wellbeing of employees.
• Oversee employee DSE assessments and facilitate workplace adjustments where required.
• Proactively address and report any risks or incidents.
• Lead on travel management for the office, including sourcing and securing preferential corporate hotel rates and hosting international colleagues.
• Facilitate company events and conferences as required.
• Build strong relationships with internal and external stakeholders, acting as a trusted point of contact for colleagues, clients, and service providers.
• Provide reports and data to the Head of Business Operations and other senior leaders as required.
• Stay informed of best practices in office management and participate in ongoing professional development.

Attributes / Skills required

• Reliability and discretion, able to manage different stakeholder expectations and deliver a high standard of customer service at all times
• High levels of accountability with a willingness to ensure policies and processes are implemented in line with Firm or legal Workplace requirements
• Adaptability and willingness to implement and own new processes
• Excellent communication and relationship-building skills – the Office Manager is a key point of contact for both Colleagues and Clients
• Proven organisational skills - Conference and Events experience desirable
• Able to use own initiative and display leadership with the ability to ‘make things happen’ within the Workplace
• Familiarity with local H&S, D&I and Environmental legislation and a proactive approach to ensuring these standards are upheld within the office
• An ability to work autonomously, making sensible and proactive decisions in relation to the running of the office
• Strong, proven communication skills both verbal and written
• Commercial awareness and the ability to question costs and contract terms to ensure that the office receives the services required from subcontractors
• High levels of customer service – the Office Manager is an ambassador for the Firm
• A good working knowledge of IT packages, specifically Microsoft Office suite

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm’s strategy and business needs.