Office Manager - Singapore

CMS CMNO - Singapore; Singapore; On-site; SGD 52,000 - 86,000; Full time

Job summary

CMS CMNO - Singapore is seeking an experienced Office Manager to oversee daily operations for the Singapore office. You will manage facilities, office services, local finance processes and people administration, reporting to the Office Managing Partner in Singapore.

You will support lawyers with diary coordination, prepare legal documents, coordinate onboarding/offboarding, payroll, visas, and regulatory compliance, while liaising with suppliers and the Singapore bar association.

Qualifications

• Bachelor's degree in Business Administration, Finance, HR or related field preferred.
• Minimum five years' experience in office management or similar role.
• Knowledge of Singapore employment legislation and regulatory filings.
• Experience with payroll, onboarding, offboarding and HR admin processes.

Responsibilities

• Manage reception, meeting rooms, facilities and office services.
• Administer local finance processes including billing, accounts payable and payroll coordination.
• Handle HR admin: onboarding/offboarding, leave queries and policy communications.
• Maintain confidential records and ensure regulatory compliance.
• Provide diary management and administrative support to lawyers as needed.
• Liaise with suppliers, ensure licences and insurances are renewed.
• Prepare legal correspondence and other documents for lawyers.
• Coordinate visa administration and bar association relations in Singapore.

Skills

Office management

Communication

MS Office

Interpersonal skills

Client service

Attention to detail

Time management

Confidential records

Singapore employment law

Education

Bachelor's degree in Business Administration, Finance, HR or related field

Tools

MS Office Suite

Job description

We are looking for an office manager to support our CMS Singapore office. CMS is the future facing law firm known for its collaborative culture, innovation and entrepreneurial spirit. The Office Manager will report to the Office Managing Partner in Singapore and work closely with regional business services teams. The role is responsible for the effective day-to-day operation of the office, covering facilities, office administration, local finance processes and people administration.

Responsibilities

• Office Manages reception and meeting room areas
• Manages equipment, office services, and facilities including liaising with all relevant suppliers
• Maintains a professional and positive office environment
• Ensures licences and insurance policies are renewed and other regulatory requirements are complied with, e.g. regulatory filings
• Manages the firm’s relationship with the Singapore bar association and coordinates visa administration, on behalf of CMS Keeping all staff aware of office procedures such as health and safety requirements
• Provides administrative support to lawyers where required, including diary and appointment coordination.
• Prepares legal correspondence and documentation for lawyers
• General administration and record keeping duties
• Finance and Accounting Performs accounting functions as directed by the Financial Controller.
• These may include billing and collections, banking transactions, budgeting, petty cash and accounts payable.
• Liaises with outside accountants for audits, preparation of tax returns, and the production of other reports as required by law
• People and HR Administration Coordinates onboarding and offboarding administration, including documentation, inductions, system access and joining/leaving arrangements.
• Responds / manages HR queries, such as leave management and sign posting to policies and procedures
• Prepares monthly payroll files for an outsourced payroll provider and ensures that appropriate payments are made and recorded.
• Keeps abreast of changes to Singapore regulatory or employment law that may be relevant to staff in the office, ensuring that the office remains compliant in all employer obligations
• Keeps global HR team aware of employee changes / issues within the office
• Appropriately escalates any HR issues to HR Business Partner team

Required Skills/Abilities

• Excellent written and verbal communication skills in English
• Previous office management experience covering facilities, finance and people administration.
• Strong interpersonal and client service skills
• Detail-oriented and professional
• Ability to organize and prioritize tasks
• Extremely proficient in Microsoft Office Suite or other similar software program
• Ability to maintain confidential records.
• Knowledge of Singapore employment legislation
• Ability to work under pressure
• Flexible working approach
• Adaptable to changes in the working environment
• Knows when to seek guidance or further input from others before taking action

Education and Experience

• Bachelor's degree in Business Administration, Finance, HR or related field preferred
• At least five years' experience in a similar position
• Meets all legal requirements to live and work in Singapore
• Experience of office management with knowledge of accounting procedures and information systems (prior experience in a law or professional services firm favoured but not essential)
• Experience of finance and HR administration, including onboarding, employee records, benefits administration and payroll coordination

What’s in it for you?

As a future facing firm, we take a bold, dynamic and agile approach to help clients of every size face the future with confidence. We empower and support our people to realise their ambitions through access to high quality, interesting and engaging work alongside a competitive package.

Whether you're a lawyer or a finance professional, a business developer or an IT expert, we have a wide range of legal and business careers for you. Find where you belong. Preparing for tomorrow's challenges starts today. That's why CMS adopts a Future Facing approach, ensuring our clients and our people stay ahead in an ever-evolving landscape. Global expertise, local insights.