Office Manager

OFFICE SECRETARIES PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A professional services firm in Singapore is seeking an experienced Office Manager to oversee day-to-day administrative operations. Key responsibilities include managing relationships with local authorities, maintaining compliance with regulations, and leading the administrative team. The ideal candidate holds a degree and has at least 5 years of relevant management experience in a law firm or professional setting, with strong skills in communication and problem-solving.

Qualifications

• Minimum 5 years of related management experience in a law firm or professional services environment.
• Strong communication skills in English, both oral and written.
• Proactive approach to problem-solving with strong decision-making skills.

Responsibilities

• Manage day-to-day office administrative operations.
• Provide assistance to functional directors and managers.
• Maintain and update business and regulatory licences and certificates.

Skills

Negotiation

Management Skills

Leadership

Microsoft Office

Attention to Detail

Budgeting

Education

Degree holder

Tools

Microsoft Office Suite

Job description

Roles & Responsibilities

Key Responsibilities :

• Manage day-to-day office administrative operations
• Work closely and provide assistance to functional directors and managers in regional offices
• Serve as a primary contact person between the offices, local authorities,suppliers, landlord and sub-tenants
• Maintain and update all business and regulatory licences and certificates
• Manage the submission of annual report to Ministry of Law and monitor various regulatory requirement for the firm as a JLV
• Handle ACRA registrations
• Ensure all office policies are correctly localised, administered and followed
• Assist in the budgetary matters and cost controls for the Singapore Office
• Review vendors and suppliers management reports (such as spend data and savings) with Business Services Manager
• Review insurance cover / premiums annually : property insurance, local solicitors’ professional indemnity insurance, and business interruption insurance
• Implement Lawyers’ Manual, Staff Manual and other Firm-wide policies
• Liaise with the Firm's travel providers as necessary and ensure travel bookings are in line with firm's travel policy
• Produce office improvement plans
• Responsible for space planning, office build out and renovations
• Responsible for offices and workstations allocation plan
• Responsible for mentoring and supervision of legal secretaries
• Review administration team resources and job assignments
• Handle new joiner inductions
• Work closely with the Firm’s Security Team for life safety and other security related activities
• Support the planning and execution of office events, meetings, and other activities

Others

• Support the regional HR team with scheduling interviews and organizing training sessions.
• Support local implementation of various firmwide initiatives, such as DE&I, Well-being, Carbon Net Zero as well Charitable donations.
• Keep abreast of new regulations and practices in Singapore which might affect the office.
• Attend to other duties assigned by the COO or Singapore Office Head.

Requirements :

• Degree holder
• Minimum 5 years of related management experience with proven experience as an Office Manager, Office Administrator, or relevant role in a law firm or other professional services environment
• Strong communication skills in both oral and written English
• A proactive approach to problem-solving with strong decision-making skills
• Attention to detail and discretion with confidential information
• Strong leadership, people and project management skills
• Utmost integrity and high ethical standards
• Proficiency in Microsoft Office Suite

Tell employers what skills you have

• Negotiation
• Management Skills
• Maintenance Management
• Leadership
• Microsoft Office
• Microsoft Excel
• Travel Arrangements
• Interpersonal Skills
• Landlord
• Office Management
• Administration
• Procurement
• Attention to Detail
• Business Services
• Space Planning
• Budgeting
• Resource Management
• Facilities Management
• Customer Service Experience
• Workplace Safety and Health