Office Manager

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

Job summary

A law firm in Singapore is seeking an Office Manager to oversee day-to-day administrative operations, manage communications between various stakeholders, and ensure compliance with local regulations. The ideal candidate has at least 5 years of management experience in a professional services environment and strong communication skills in English. This role offers an opportunity to lead a team and work in a dynamic legal setting.

Qualifications

• Minimum 5 years of related management experience in a law firm or professional services.
• Attention to detail and discretion with confidential information.
• A proactive approach to problem-solving.

Responsibilities

• Manage day-to-day office administrative operations.
• Serve as a primary contact person between offices and local authorities.
• Assist in the budgetary matters and cost controls for the Singapore Office.

Skills

Strong communication skills in both oral and written English

Proficiency in Microsoft Office Suite

Leadership and project management skills

Education

Degree holder

Job description

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