Office Manager

MARKEL INTERNATIONAL SINGAPORE PTE. LIMITED; Singapore; On-site; SGD 30,000 - 60,000; Full time

Job summary

Une entreprise internationale recherche un réceptionniste pour son bureau à Singapour. Le candidat idéal devra accueillir les visiteurs, gérer les appels et aider dans diverses tâches administratives, tout en démontrant une attitude professionnelle et efficace. Ce rôle nécessite une expérience dans un environnement corporate et une bonne maîtrise des systèmes informatiques.

Qualifications

• Expérience en environnement corporatif est nécessaire.
• Maîtrise des systèmes informatiques et capacité à comprendre des processus internes.
• Précision et flexibilité dans le travail.

Responsibilities

• Accueillir les visiteurs et gérer les appels téléphoniques.
• Assister à la gestion des événements d'entreprise.
• Surveiller les processus de continuité des activités du bureau.

Skills

Communication

Flexibilité

Précision

Attitude professionnelle

Tools

MS systems

Job description

Duties and accountabilities

Reception

• Meet and great all visitors to the local office to ensure their arrival and departure experience is genuine, friendly and efficient
• Direct all incoming telephone calls and taking and conveying messages
• Book meetings and set up rooms for conferences
• Provide refreshments or arranging catering for visitors and meeting attendees
• Provide first line contact with third party suppliers, building management, maintenance and cleaning providers: logging faults with Lloyds and following up through to complete resolution
• Maintain office stationary to appropriate level, replenishing stock as and when required

Assistance to MD and senior colleagues

• Assist with expenses recording and submission
• Manage diary and appointments

Administration

• Assist with travel bookings, as required
• Book couriers and taxis, as required
• Maintain and update records of company assets (including branded merchandise items)
• Maintain office equipment and escalate issues with the relevant department
• Manage archiving for local office (including destruction of old hardcopy documents)
• Ensure pantry supplies are sufficient
• Ensure cleanliness and tidiness of local office
• Assist with new joiner onboarding as directed by hiring manager and Asia Pacific HR Advisor
• Assist with Company events as directed and adhere to budget provided
• Manage office move and/or refurbishment

Finance

• Assist on analysis, budgeting and forecasting of expenses as and when needed, including marketing, travel and entertainment.
• Ensure new suppliers are onboarded in accordance with internally agreed process
• Maintain and forward on paper documents to other Asia Pacific colleagues for their further action (tax invoices/ closings from brokers/ cheque images)

Building Management

• Liaise with building management team/ co-working office team and building reception to ensure all visitors to the local office are provided with building access cards
• Escalate any facilities or office management issues to London Facilities team, as appropriate
• Assume the “Health and Safety Officer” role

Business Continuity Plan (BCP)

• Oversee BCP for Singapore including understanding the requirements, checking the resilience, ensuring accurate maintenance of call cascade and testing remote access
• Manage the BCP, providing updates to the fellow colleague in Asia Pacific and London, as required
• Liaise with building management team, building reception and London Facilities team, as required

Skills, knowledge and experience

The successful candidate will:

• Have experience of working within a corporate environment
• Be computer literate, they should have the ability to develop a full understanding and capability of in-house and MS systems
• Demonstrate due care and attention in following documented processes aligned to their role
• Demonstrate flexibility and a high degree of accuracy
• Demonstrate a ‘can do’ attitude that is professional and efficient