Office Manager

PS GLOBAL CONSULTING PTE. LTD.; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A dynamic consulting firm in Singapore is seeking an experienced professional to oversee office administration, provide executive support, and coordinate HR processes. The ideal candidate has at least 5 years of experience, strong organisational skills, and proficiency in English. This role requires handling sensitive information and ensuring operational efficiency.

Qualifications

• Minimum 5 years of experience as an Office Manager, Executive Assistant, or similar role.
• Proficient in English for verbal and written communication.
• Ability to manage sensitive information with integrity.

Responsibilities

• Manage day-to-day office operations, including facilities and supplies.
• Provide administrative support to the executive leadership team.
• Partner with HR to coordinate onboarding and offboarding processes.
• Track office expenses and assist in processing invoices.
• Ensure compliance with internal policies and local laws.

Skills

Organisational skills

Attention to detail

Multitasking ability

Problem-solving skills

Confidentiality

Job description

Office Administration

• Manage day-to-day office operations, including facilities, supplies, equipment, and general upkeep.
• Oversee vendor relationships, office maintenance, and service providers (e.g. IT support, utilities, cleaning services).
• Manage incoming and outgoing correspondence: phone calls, emails, mail, and courier services.
• Maintain and update filing systems (both digital and physical) for contracts, invoices, and company documents.
• Coordinate scheduling of meetings, travel arrangements, and internal events.

Executive Assistant Functions

• Provide comprehensive administrative support to the executive leadership team.
• Manage executive calendars, prioritise appointments, and coordinate complex travel itineraries.
• Prepare agendas, take minutes, and track follow-up actions for leadership meetings.
• Draft, proofread, and format correspondence, reports, and presentations for executives.
• Handle confidential information with discretion and maintain a high level of professionalism.
• Serve as a key point of contact between executives and internal/external stakeholders.

People Operations

• Partner with HR to coordinate onboarding and offboarding processes (documentation, access setup, welcome kits).
• Support employee engagement activities, team-building initiatives, and internal communication.
• Assist in organising company-wide meetings, workshops, and off-sites.

Finance & Procurement Support

• Track office expenses, petty cash, and assist in processing invoices and payments.
• Liaise with the finance team for monthly reporting and budget tracking.
• Manage procurement of office supplies, equipment, and software subscriptions.

Compliance & Internal Coordination

• Ensure company records and administrative processes comply with internal policies and local laws.
• Assist with audits, internal reporting, and documentation requests.
• Act as liaison between internal departments and external partners.
• Drive improvements in operational efficiency using cloud-based tools and workflows.

Requirements

1. Proven experience of minimum 5 years as an Office Manager, Executive Assistant, or similar administrative role.
2. English proficiency is essential for both verbal and written communication.
3. Strong organisational and multitasking abilities with excellent attention to detail.
4. Ability to manage sensitive information with integrity and confidentiality.
5. Strong problem-solving skills and the ability to work independently in a fast-paced environment.
6. Ability to work independently and as part of a team.