About The Role
You will be responsible for the general operation of our Singapore office. The successful candidate will be an energetic professional who doesn't mind wearing multiple hats. You will be experienced in handling a wide range of support duties for administration, facilities management, accounting management, people management, and marketing. You will be well-organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people.
Key Responsibilities:
Facilities Management
Oversee office supplies, equipment, and pantry inventory; acquire and manage office equipment as required.
Perform periodic analysis of all vendor performance and review their contracts for budget control.
Manage resource utilization, including office hoteling and conference room management.
Maintain proper documentation and a filing system in accordance with the firm's retention policy.
Ensure office tidiness and maintain the professional image of the firm.
Liaise with building management on office space items and facilitate regular office maintenance and repairs.
Develop and maintain emergency procedures; be responsible for emergency response to ensure staff safety and minimal office disruption.
Handle ad-hoc tasks such as coordinating and executing large-scale construction projects and facilitating office moves.
Accounting & Financial Management
Approve or obtain approval for all invoices based on the firm's approval matrix.
Verify staff expenses to ensure reports comply with internal and external audit standards.
Review all vendor bills for discrepancies and analyze for cost optimizations.
Perform payment-related tasks, such as company payable invoices, local invoice issuing for local clients, coordinating client billing matters, online banking beneficiary/template maintenance, and working with the treasury team and local bank on cross-border or foreign currency payment matters.
Support local account booking and audit matters.
People Management & Recruitment Initiatives
Administer competency testing and/or interviews for recruitment purposes.
Maintain and update recruiting systems and process documents as required.
Support the People team with all logistics related to the recruiting process, including pre-screening resumes, scheduling candidates, planning recruiting days, and other logistics.
Work closely with People Management on various projects; oversee and manage project workflow.
Organize office networking events to promote staff loyalty and motivation.
Administer tasks relating to medical and health insurance enrollment and other related matters.
Handle tax and legal-related matters for staff, as well as payroll-related matters.
Ensure smooth onboarding and offboarding procedures; coordinate orientation for new staff.
Practice Development / Marketing Initiatives
Compile decks and presentations for sales pitches.
Maintain engagement files; assist with documents for setting up engagement codes.
Prepare and compile marketing brochures and presentations for practice development purposes.
Handle venue search, logistic coordination, and report consolidation for various marketing events and conferences.
Report on office capacity and lead pipeline updates.
Administrative Duties
Act as an information hub for providing administration-related information.
Manage the office general hotline and screen calls; provide top-notch service to all office visitors and clients.
Manage and update calendars, contacts, and target accounts.
Handle Singapore Employment Pass matters for non-Singapore resident employees, whether for full-time positions or in-Singapore projects.
Manage travel logistics and visa arrangements.
Perform other ad-hoc tasks and additional responsibilities as identified. (This description is not designed to encompass a comprehensive listing of all required activities, duties, or responsibilities.)
Requirements:
Bachelor's degree highly preferred.
8 to 10 years of office administrative experience required, including 3 to 5 years of office management experience.
Experience in a fast-paced professional services firm environment preferred.
Ability to take initiative, exercise judgment with minimal supervision, and manage up.
Ability to maintain confidentiality.
Effectively communicate company policies and procedures.
Exceptional communication and interpersonal skills.
Advanced proficiency with Microsoft Word, Outlook, Excel, and PowerPoint.
For further details, please contact Vien Ng or send across your details to vn@charlottefrank.com
(Job Code: VN/77169)
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