Office Manager

Career International FOS Pte Ltd; Singapore; On-site; SGD 60,000 - 85,000; Full time

Job summary

A leading recruitment firm in Singapore is seeking an experienced Office Operations & External Relations Manager to oversee daily operations and ensure compliance with local regulations. The role involves acting as a liaison with government agencies and external parties, managing HR functions including payroll, and traveling to Malaysia to support regional operations. Ideal candidates will have a Bachelor's degree, 3-5 years of relevant experience, and fluency in both English and Mandarin.

Qualifications

• Minimum of 3-5 years of experience in administrative or office management.
• Experience in setting up new offices or working in multinational/startup environments.
• Basic financial literacy to handle payroll and expense management.

Responsibilities

• Oversee the daily operations of the Singapore office.
• Act as the primary point of contact for external parties.
• Ensure full compliance with local regulations.
• Travel to Malaysia for operations support.
• Handle payroll calculations and HR generalist support.

Skills

Fluent in English and Mandarin

Strong interpersonal skills

Cross-cultural adaptability

Education

Bachelor’s degree or above in Business Administration, HR, or related fields

Tools

Knowledge of Singapore Employment Act

Job description

Singapore Office Operations & External Relations

• Office Management: Oversee the daily operations of the Singapore office, including facility management, fixed assets, office equipment, and the maintenance of the product showroom to ensure a professional environment for client visits.
• External Affairs: Act as the primary point of contact for external parties, including Singapore government agencies (e.g., MOM, IRAS), building management, and vendors.
• Compliance: Ensure full compliance with local administrative and safety regulations, handling all necessary licenses and permits for the office.

Malaysia & Regional Operations Support

• Regional Travel: Travel to the Malaysia office 1-2 times per month (approx. 2-3 days per trip) to supervise operations and provide on-site support.
• Office Setup (0 to 1): Lead the setup of the new Malaysia office, including site selection, renovation coordination, and asset procurement (currently in the sourcing phase).
• Group Service Center Support: Support the Malaysia team's function as the Group Service Center, providing operational backing specifically for the Sales Team, ensuring they have the necessary administrative and logistical resources.

HR & Payroll Management

• Local Payroll: Independently handle the monthly payroll calculation for Singapore employees, including CPF submission and tax filing, ensuring accuracy and timeliness.
• HR Generalist Support: Assist in local recruitment (screening, interview arrangement).

Finance Support

• Finance Liaison: Collaborate with the HQ Finance team to manage local financial tasks.

Process & Coordination

• System Implementation: Establish and optimize administrative and operational standard operating procedures (SOPs) for Singapore and the SEAO region.
• Cross-Cultural Coordination: Serve as a bridge for cross-cultural communication, ensuring smooth collaboration between the overseas local teams and the Chinese headquarters.

Requirements

• 1. Education & Experience: Bachelor’s degree or above in Business Administration, HR, or related fields. Minimum of 3-5 years of experience in administrative or office management, preferably with experience in setting up new offices or working in multinational/startup environments.
• 2. Language Skills: Fluent in English and Mandarin (listening, speaking, reading, and writing) to effectively communicate with local stakeholders and report to the Chinese HQ.
• 3. Professional Knowledge:
• o Familiar with Singapore Employment Act, CPF regulations, and local government processes (MOM).
• o Basic financial literacy to handle payroll and expense management.
• 4. Adaptability: Willingness to travel regularly to Malaysia and ability to work independently in a fast-paced environment.
• 5. Work Authorization: Must hold a valid work status in Singapore (Citizen/PR/LTVP, etc.) and be available for long-term on-site work.
• 6. Soft Skills: Strong interpersonal skills with high cross-cultural adaptability; able to understand both local business practices and the management logic of a Chinese headquarters.