Office Manager - Singapore

Holborn Law LLC; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

CMS Holborn Asia in Singapore is seeking an Office Manager to support the CMS Singapore office, reporting to the Office Managing Partner. The role covers facilities, administration, local finance processes and people administration.

Responsibilities include reception management, vendor liaison, onboarding/offboarding, payroll coordination with an outsourced provider, and ensuring regulatory compliance with Singapore laws.

Qualifications

• Bachelor's degree in Business Administration, Finance, HR or related field
• Minimum 5 years' experience in a similar role
• Experience in office management with knowledge of accounting procedures and information systems

Responsibilities

• Oversee reception and meeting room areas, and manage office facilities
• Coordinate onboarding and offboarding, including inductions and system access
• Prepare payroll files for outsourced provider and ensure timely payments
• Maintain compliance with Singapore regulatory and employment laws
• Support lawyers with diary and document preparation as needed
• Finance and accounting duties including billing, banking, budgeting and accounts payable
• Liaise with external accountants for audits and tax filings
• Coordinate with HR for staff administration and visa processes
• Maintain confidential records and ensure health and safety procedures

Skills

Office management

Communication skills

Interpersonal skills

Detail-oriented

Time management

Discretion

Singapore employment law knowledge

Adaptability under pressure

Team collaboration

Education

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

Tools

Microsoft Office

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
• #LI-CM1

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.

CMS Holborn Asia is a formal law alliance in Singapore between CMS Singapore and Holborn Law LLC. Together the alliance operates as a full service office that services the Asia Pacific region. We act across all stages of our clients’ projects and investment lifecycle providing legal expertise in transactional, commercial, regulatory & disputes advice. We have particular experience in the key areas of Infrastructure, Construction & Energy, Venture Capital & Private Equity, Energy-transition, Insurance, Intellectual Property, Life Sciences, Telecommunications, Technology and Media. Our Singapore based lawyers are qualified in various jurisdictions including, Singapore, the UK, the US, Australia, Indonesia, and Malaysia. Many also have native bilingual proficiency, including Malay, Indonesian, Gujarati, Hindi, Marathi, Mandarin and Tamil.