Office Manager & Business Support Administrator

CloserStill Media Germany GmbH; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A global events management company in Singapore is looking for an Office Manager and Business Support Administrator. This multifaceted role involves facilities management, administrative support, and hands-on operations. Candidates should have previous experience in a similar role, strong organizational skills, and proficiency in Microsoft Office 365. The ideal candidate is proactive, detail-oriented, and comfortable handling various tasks to ensure a smooth office environment.

Qualifications

• Experience in a similar office administration / business support role.
• Ability to work with conflicting deadlines and priorities.
• Basic understanding of procurement, finance, or HR administrative processes would be an advantage.

Responsibilities

• Ensure the maintenance of the office to high standards.
• Organize company events and activities.
• Manage meeting rooms and oversee induction for new joiners.
• Check and approve opportunities on Salesforce.
• Coordinate travel arrangements for the team.

Skills

Experience in office administration

Strong organizational skills

Excellent verbal and written communication

Ability to multitask

Proficiency in Microsoft Office 365

Discretion and ability to handle confidential information

Tools

Salesforce

Microsoft Office 365

Job description

Who We Are

CloserStill Media is a global leader in organising over 80 market‑leading business exhibitions across learning, healthcare, technology, and veterinary sectors in Asia, the UK, Europe, and the USA. Our portfolio includes fast‑growing and award‑winning events such as the Singapore Vet Show, Big Data & AI World, Cloud & AI Infrastructure, Cyber Security World, Data Centre World, eCommerce Expo, Learning Technologies, and DevLearn.

We have won more than 60 major industry awards, including Best International Show at the AEO Excellence Awards 2025 and Best International Show – Asia Pacific for Tech Week Singapore at the EN Awards 2025 in London. These accolades reflect our commitment to delivering world‑class events that foster innovation and growth.

Who We Are Looking For

We are seeking a practical, reliable Office Manager and Business Support Administrator to join our Singapore Office. This role blends facilities management, administrative support and hands‑on operations for the office and the business. The ideal candidate is self‑motivated, calm under pressure and willing to role up their sleeves to keep the office running smoothly. You will collaborate with internal teams and external partners and be comfortable handling both the nitty‑gritty tasks and more strategic coordination.

Responsibilities

Office management

• Ensure the maintenance of the office is kept to a high standard, which includes liaising with outside agencies such as landlords, plant rental providers, office equipment providers, caretakers and cleaning agents, etc.
• Book repair work for the office where required and assist in office equipment disposal.
• Organise company events and activities for the Singapore Office, such as team bonding events, barbeques, notable date celebrations, etc.
• Organise and arrange board meetings.
• Manage meeting rooms by ensuring a booking system and that they are used in the appropriate manner.
• Deliver induction to new joiners, ensuring that they are familiar with the office and office equipment and the health and safety protocols, including fire evacuation procedures.
• Management of stationery and pantry supplies.
• Organise DSE assessments and manage risk assessment under the supervision of manager, and order specialist office furniture in line with requirements.
• Coordinate First Aiders, ensuring all certification is up to date, kept on file and the groups have the relevant support needed to be successful.
• Perform administrative duties such as appropriately disseminate office correspondence, ensure post/packages/courier are sent as required and run any office errands as required, etc.
• Setting up employee/contractor/temp workers workstations and maintain an enjoyable working environment, including setting up festive decorations.
• This role requires physical presence in office on new joiner’s first day and exiting employee’s last day to assist in the onboarding process (office induction, laptop set up, update of email address to photocopier etc) and offboarding process (collection of company assets, etc).
• Any other ad hoc duties as requested by manager and management.

Accounting and Finance

• Check and approve opportunities on Salesforce timely and efficiently.
• As the Salesforce administrator in the Singapore office, check and make necessary changes required on Salesforce and ensure proper filing of sales contracts.
• Raise Purchase Requisitions and follow up on invoices and payments, which includes, but not limited to, setting up vendors on Unit4, responding vendor queries, etc.
• Any other ad hoc duties as requested by manager and management.

Business support

• Manage monthly company credit card spend.
• Coordinate travel arrangement for the Singapore team.
• Assist Chairman in submitting travel claims.
• Collaborate with sales leaders on ensuring that diligent administration of the client rebook process is strictly followed before, during and after events
• Occasional travel to events (in Singapore and Overseas) to provide admin support to the sales team during the onsite client rebook process
• Assist HR Manager with confidential HR‑related matters and administrative tasks as and when required.
• Any other general administration as required, but not limited to, coordinating audit‑related documents, assisting in any Cloud Expo Asia Pte Ltd’s show or summit preparation, etc.
• Any other ad hoc duties as requested by manager and management.

IT support

• Maintain laptop and computer peripheral device inventory for the Singapore office on behalf of the IT team and be a contact point for the IT team for such an inventory. Ensure that new joiners’ laptop are set up in time.
• Any other ad hoc duties as requested by manager and management.

About You

• Experience in a similar office administration / business support role.
• Previous use of Salesforce would be beneficial.
• Proficiency in Microsoft Office 365 suite (Outlook, Excel, Word, Teams, SharePoint) and general IT literacy.
• Ability to work with conflicting deadlines and priorities while maintaining accuracy and professionalism.
• Strong organisational skills and multitasking skills with attention to detail.
• Excellent verbal and written communication skills.
• Discretion and ability to handle confidential information.
• Proactive, service‑oriented and comfortable with hands‑on tasks.
• Willingness to stay late during busy periods when needed.
• Basic understanding of procurement, finance or HR administrative processes would be an advantage.

DIVERSITY AND INCLUSION

CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation.

We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status.

Work Location

This role is based in Singapore.