Office Manager

MOLYCOP SINGAPORE TRADING PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

MOLYCOP SINGAPORE TRADING PTE. LTD. is seeking an Office Manager to ensure smooth, professional office operations across facilities, travel, HR administration, and vendor management. You will support executives, manage invoicing processes, and coordinate with internal teams to maintain an organized, secure work environment.

The role focuses on coordinating travel, maintaining records, and enhancing employee engagement, while ensuring confidentiality and efficiency in daily office functions.

Qualifications

• Oversee and coordinate day-to-day office operations.
• Support travel planning and logistics for employees.
• Assist with HR administrative tasks and records.
• Manage relationships with vendors and service providers.
• Uphold high standards of confidentiality and service quality.

Responsibilities

• Manage the day-to-day operations of the office to ensure a professional, safe and well-organized environment.
• Coordinate with building management, vendors, cleaners, and service providers as the primary liaison.
• Lead business continuity, safety initiatives, and workplace compliance.
• Handle office supplies, procurement, and IT coordination for timely issue resolution.
• Coordinate visits and meeting logistics for customers, visitors, and colleagues.
• Act as primary contact for IT administration and coordinate with internal and external IT support.
• Maintain asset registers for laptops, monitors, phones, furniture and equipment.
• Establish organized e-filing, records and administrative documentation.
• Ensure meeting rooms and facilities are clean, stocked and operational.
• Coordinate office-related insurance matters for Singapore and Hong Kong offices.
• Arrange visits for customers, visitors and global colleagues, including schedules and logistics.
• Coordinate end-to-end business travel, including flights, trains and hotels, with cost-effective options.
• Liaise with departments to plan and oversee concurrent travel arrangements.
• Handle travel amendments, cancellations and urgent requests, including after-hours support.
• Manage travel billing, invoicing verification and payments to vendors.
• Maintain relationships with travel vendors for service quality and compliant pricing.
• Coordinate onboarding/offboarding, maintain employee records, visa/work docs, attendance and benefits.
• Support HR compliance and timely completion of HR transactions.
• Plan and execute employee engagement initiatives and company events.
• Administer corporate insurance programs and liaise with providers on coverage and claims.
• Coordinate training registrations, subsidies, payments and post-training administration.
• Support training needs analysis and maintain training records and certificates.
• Review SG&A invoices for accuracy and policy compliance; process in D365; assist with payments.
• Coordinate with stakeholders and vendors to resolve invoice issues.

Skills

Office management

Travel coordination

HR administration

Vendor management

Confidentiality

Job description

Position Summary

The Office Manager is responsible for ensuring the smooth, efficient, and professional operation of the office while providing administrative support across office management, travel coordination, HR administration, finance processes, and executive support. As the central point of coordination for employees, management, vendors, and visitors, the role oversees workplace facilities, office services, business travel, vendor management, invoice administration, and employee support activities.

This position plays a key role in maintaining a productive and well‑organized work environment by managing office operations, workplace safety, business continuity planning, and employee engagement initiatives. The Office Manager is also responsible for supporting the Country Manager with administrative and logistical matters while ensuring a high level of confidentiality, service excellence, and operational efficiency.

Responsibilities:

Office Management

• Manage the day-to-day operations of the office, ensuring a professional, safe, efficient, and well-organized working environment.
• Serve as the primary liaison with building management, office vendors, cleaning contractors, service providers, and external contractors.
• Lead business continuity, emergency preparedness, and workplace safety initiatives, ensuring compliance with company requirements, minimizing operational disruptions, and maintaining a safe and secure working environment.
• Manage office supplies, pantry inventory, stationery, and general office procurement to ensure uninterrupted operations.
• Coordinate office maintenance, repair works, renovations, and workplace improvement initiatives.
• Act as the primary point of contact for office IT administration, coordinating with internal and external IT support providers to ensure timely resolution of technology-related issues.
• Maintain and monitor office asset registers, including laptops, monitors, phones, office furniture, TV and other office equipment.
• Establish and maintain organized e-filing systems, administrative records, and office documentation.
• Ensure meeting rooms, common areas, storage rooms, and office facilities are clean, organized, adequately stocked, and fully operational.
• Administer and coordinate office‑related insurance matters, including liability insurance coverage for Singapore and Hong Kong office.
• Coordinate visits by customers, visitors, and global colleagues, ensuring seamless arrangements for office access, accommodation, transportation, meeting logistics, meal reservations, and communication of schedules to relevant stakeholders.

Travel Arrangement

• Coordinate and manage end‑to‑end business travel arrangements, including flight, train, and hotel bookings, ensuring cost‑effective options through quotation sourcing and comparison.
• Liaise closely with multiple departments to plan, coordinate, and oversee concurrent travel arrangements, serving as the central point of contact for all business travel activities.
• Handle travel‑related amendments, cancellations, and urgent requests, providing timely support to employees, including after office hours when required.
• Manage travel billing, invoice verification, and payment processing to ensure accurate and timely reimbursement and vendor payments.
• Maintain effective relationships with travel vendors and service providers, ensuring service quality, competitive pricing, and compliance with company requirements.

HR Administration Support

• Coordination of onboarding and offboarding activities, maintenance of employee records, visa and work authorization documentation, leave and attendance administration, employee documentation preparation, benefit administration, and liaison with external service providers.
• Support HR compliance activities and ensure timely completion of employee lifecycle transactions and HR administrative requirements.

Employee Engagement

• Plan, coordinate, and execute employee engagement initiatives and company events from concept development through implementation and post‑event evaluation.

Employee Benefits Administration

• Administer corporate insurance programmes, including medical and travel insurance, and act as the liaison with insurance providers on employee coverage and claims‑related matters.

Training & Development

• Coordinate and manage training activities, including course registrations, subsidy claims, payment processing, and pre‑ and post‑training administration.
• Support training needs analysis, maintain training records, monitor training effectiveness, and ensure timely collection of training certificates.

Invoicing

• Review and verify all SG&A invoices to ensure accuracy, completeness, and compliance with company policies before submission for payment.
• Process invoices through D365, ensuring timely submission for Finance review and approval, and follow up to facilitate prompt payment processing.
• Coordinate with internal stakeholders and vendors to resolve invoice