Office Manager

Our client is a well-established multinational corporation in the Oil & Gas industry. They are looking for a collaborative team player to join their expanding team as an Office Manager.

Key Purpose
To provide day-to-day office and employee support, ensuring the office is always in top condition, employees can work seamlessly, and travel arrangements are efficiently managed at all times.

Main Job Tasks and Responsibilities

Clerical and Administrative Support

• Manage daily clerical and administrative tasks, including meeting arrangements, office equipment maintenance, ordering office supplies and stationeries, carpet cleaning, and pest control coordination.

Travel Arrangements

• Oversee all travel arrangements, including flight tickets, hotel bookings, travel visas, and transport arrangements for Singapore.
• Actively follow up with travelers on travel approvals and coordinate monthly travel invoice approvals.
• Serve as a back-up to assist with travel arrangements for other countries and Leadership Team members during the absence of either the Executive Assistant or HK Administrator.
• Maintain and update yearly hotel corporate rates.

Office and Facility Management

• Oversee facility management vendors, including cleaning and catering services.
• Ensure office conditions are well-maintained at all times.
• Manage vendor contracts and conduct price negotiations.

Invoicing and Payments

• Ensure timely issuance of POs in SAP and proactively check that monthly invoices are processed for payment on time.

General Administration

• Perform general reception duties and greet visitors professionally.
• Manage incoming and outgoing correspondence, including courier and letter arrangements.
• Review company SOPs to ensure adherence to protocols.
• Serve as back-up for monitoring and maintaining leave records during the HK Administrator’s absence.
• Coordinate visitor access with the guardhouse and manage logistics for guest visits.
• Monitor and announce office closures on public holidays.
• Lead and coordinate company events.
• Perform additional duties to support both the Company and Department as required.
• Handle ad-hoc tasks assigned by the Global HR Team.

Company Transport

• Oversee company transport arrangements for employees and new joiners.
• Allocate workstations for new joiners and issue necessary supplies and company property.

Core Competencies

• Strong multitasking skills.
• Adaptable, agile, and able to thrive in a fast-paced environment.
• Critical and analytical thinking abilities.
• Highly meticulous and detail-oriented.
• Innovative and proactive approach.
• Collaborative team player.
• Competent in project management.
• Excellent communication and interpersonal skills.
• Receptive and resilient to change.
• Knowledge of health and safety regulations.

Education and Experience

• Minimum Degree in Business Management or a related field.
• At least 10 years of experience in office administration and management.
• Extensive experience in global travel management is essential.
• Experience as an Executive Assistant or Personal Assistant is an advantage.
• Digitally savvy.

Application Process