Associate Office Manager
2 weeks ago
Because what we do matters - to us as valued professionals and to the millions of people and institutions who rely on us to help them build more secure and prosperous futures.
What you will be responsible for:
THE ROLE
Using discretion and judgment oversees the day-to-day office management activities of the MFS Singapore office and ensure the office is functioning smoothly.
Manages processes, resourcing, and legislative changes in areas such as Property Management, Vendor Management, Health & Safety, Security and provides management with recommendations.
Communicates and manages all open and pending IT and Facilities issues back to the Boston office and manages oversight and issue escalation.
Manages Business Continuity, Travel including Airlines & Hotel and Vendor Management processes and oversees ongoing maintenance of equipment.WHAT YOU WILL DO
- Manages and supports a wide spectrum of office management and operational aspects of the Singapore office.
- Performs a variety of specialized duties, which may be complex or confidential in nature, to ensure office efficiency and smooth operations of the Singapore office.
- Primary contact for the Boston Departments (Property Management, Vendor Management, Purchasing, Accounts Payable, Business Continuity, IT etc.) to manage local processes and resolve complex matters as needed. Collaborate and maintain strong mutual working relationships with internal resources.
- Management of all the vendor relationships for office management/development. Undertake sourcing and liaising with suppliers/vendors on service maintenance and negotiation of contract (including building management team and property agents). Maintain positive working relationship with these external parties.
- Work closely with Vendor Management team and Legal to manage and review service contracts.
- Responsible for collaborating the Singapore Disaster Recovery and Pandemic plans with Management and HR as well as with the Disaster Recovery team in Boston.
- Responsible for office accounts payments using the Webnow payment system and the Concur reimbursement program. Works closely with Corporate Finance in maintaining the accounts payable to ensure accuracy in monthly payment process and maintaining the Log for AMEX Purchasing Card.
- Onboarding of new hires for offices in Singapore, system onboarding, company's equipment including laptop & IT accessories, mobile phones, office access cards.
- Responsible for ensuring that all IT support functions are maintained and work closely with IT personnel on complex issues to ensure prompt and effective outcome/solution.
- Responsible for the security, maintenance and services of work facilities to ensure that the essential services meet the needs of the organization.
- Responsible for managing the overall facilities and maintaining a wellrun office, clean, health and safe work environment. Adhere to building safety and as well as fire regulations within the office.
- Work closely with head of the Singapore Office to provide the support for future office relocation/office renovation projects, if needed.
- Improve, enhance, and develop on going procedures to ensure quality efficient workflow.
- Assist and plan workplace events as they occur.
WHAT WE ARE LOOKING FOR
- Minimum of six years office manager and secretarial experience
- Bachelor's degree or equivalent education or experience
- Tackle various projects with flexibility and agility to deliver the results.
- Strong interpersonal, organizational and communication skills.
- Independent problem solver who presents solutions and takes initiative.
- Strong ability to multitask without losing focus.
- Ability to work with employees at all organizational levels, and to communicate/negotiate with external partners.
- Ability to handle information in a manner which protects confidentiality.
- Excellent interpersonal and written and oral communication skills English and conversational Mandarin.
- Thorough knowledge of relevant PC programs. Ability and willingness to learn new programs as needed.
- Ability to work efficiently within a highly pressured, deadlineoriented environment.
- Highly organized and ability to plan ahead.
- Ability to adjust and cope with uneven/unpredictable workflows.
- Willingness to work hard.
- Strong sense of responsibility and motivation to succeed.
What we offer:
At MFS, we view our employees as family — and like you, we want our family happy and healthy. That's why we provide competitive benefits programs and family-friendly policies which support the work-life balance needs of our employees.
MFS is a hybrid work environment (remote/onsite) unless otherwise stated in the job posting.
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