Office Manager

TRISTAR INVESTMENT MANAGEMENT PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A financial services company in Singapore is seeking an experienced Office Manager to oversee daily operations, manage vendor relationships, and provide executive support to the Managing Director. The ideal candidate should possess strong organizational skills, proficiency in Microsoft Office, and a knack for multitasking. This role requires discretion, integrity, and the ability to maintain confidentiality while ensuring smooth office functionality.

Qualifications

• Proven experience in office management or administrative roles.
• Strong organizational and multitasking skills with keen attention to detail.
• Excellent interpersonal and communication abilities, both written and verbal.
• Familiarity with HR processes and basic financial or budgeting knowledge is a plus.

Responsibilities

• Oversee day-to-day office operations.
• Act as liaison with landlords and external vendors.
• Facilitate onboarding and offboarding processes.
• Monitor and manage the office budget.
• Ensure compliance with workplace safety and regulatory requirements.
• Provide administrative assistance to the Managing Director.

Skills

Office management

Organizational skills

Interpersonal communication

Multitasking

Time management

Tools

Microsoft Office

Office management tools

Job description

Job Description & Requirements

Key Responsibilities:

1. Office Administration & Operations

• Oversee day-to-day office operations to maintain a safe, clean, and productive working environment.
• Manage office supplies, equipment, repairs, and general upkeep.
• Supervise and guide a small administrative team (2 staff members).
• Coordinate for meetings, room bookings, and company events.

2. Facilities & Vendor Management

• Act as liaison with landlords, building management, and external vendors for all office-related services.
• Manage vendor relationships, including IT support, cleaning, courier, and pantry services.
• Negotiate and review vendor contracts to ensure service quality and cost-effectiveness.

3. Human Resources Support

• Facilitate onboarding and offboarding processes including workspace setup, orientation, and clearance.
• Maintain employee records and support the implementation of HR policies and procedures.
• Organize staff engagement initiatives and employee welfare programs.

4. Financial & Budget Management

• Monitor and manage the office budget, including procurement and service-related expenses.
• Process invoices and liaise with the Finance team to ensure timely vendor payments.

5. Regulatory Compliance & Documentation

• Ensure the company complies with workplace safety, statutory, and regulatory requirements.
• Maintain accurate records of business licenses, permits, and compliance documentation.

6. Communication & Coordination

• Serve as the central administrative point of contact for both internal departments and external stakeholders.
• Support the flow of communication and coordination of organizational announcements and updates.
• Perform other ad-hoc administrative tasks as required.

7. Executive Support

• Provide administrative assistance to the Managing Director.
• Manage the MD’s calendar, including prioritizing appointments, scheduling meetings, and coordinating logistics.
• Organize and prepare materials for meetings and follow up on action items as needed.
• Handle confidential documents and communications with discretion.

Requirements:

• Proven experience in office management or administrative roles.
• Strong organizational and multitasking skills with keen attention to detail.
• Excellent interpersonal and communication abilities, both written and verbal.
• Proficient in Microsoft Office and office management tools.
• Familiarity with HR processes and basic financial or budgeting knowledge is a plus.
• High degree of discretion, integrity, and confidentiality.
• Energetic, mature, meticulous, and punctual with good time management skills.