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Office Manager

2 weeks ago

Singapore TRISTAR INVESTMENT MANAGEMENT PTE. LTD. Full time

Job Description & Requirements

Key Responsibilities:

1. Office Administration & Operations

  • Oversee day-to-day office operations to maintain a safe, clean, and productive working environment.
  • Manage office supplies, equipment, repairs, and general upkeep.
  • Supervise and guide a small administrative team (2 staff members).
  • Coordinate for meetings, room bookings, and company events.

2. Facilities & Vendor Management

  • Act as liaison with landlords, building management, and external vendors for all office-related services.
  • Manage vendor relationships, including IT support, cleaning, courier, and pantry services.
  • Negotiate and review vendor contracts to ensure service quality and cost-effectiveness.

3. Human Resources Support

  • Facilitate onboarding and offboarding processes including workspace setup, orientation, and clearance.
  • Maintain employee records and support the implementation of HR policies and procedures.
  • Organize staff engagement initiatives and employee welfare programs.

4. Financial & Budget Management

  • Monitor and manage the office budget, including procurement and service-related expenses.
  • Process invoices and liaise with the Finance team to ensure timely vendor payments.

5. Regulatory Compliance & Documentation

  • Ensure the company complies with workplace safety, statutory, and regulatory requirements.
  • Maintain accurate records of business licenses, permits, and compliance documentation.

6. Communication & Coordination

  • Serve as the central administrative point of contact for both internal departments and external stakeholders.
  • Support the flow of communication and coordination of organizational announcements and updates.
  • Perform other ad-hoc administrative tasks as required.

7. Executive Support

  • Provide administrative assistance to the Managing Director.
  • Manage the MD's calendar, including prioritizing appointments, scheduling meetings, and coordinating logistics.
  • Organize and prepare materials for meetings and follow up on action items as needed.
  • Handle confidential documents and communications with discretion.

Requirements:

  • Proven experience in office management or administrative roles.
  • Strong organizational and multitasking skills with keen attention to detail.
  • Excellent interpersonal and communication abilities, both written and verbal.
  • Proficient in Microsoft Office and office management tools.
  • Familiarity with HR processes and basic financial or budgeting knowledge is a plus.
  • High degree of discretion, integrity, and confidentiality.
  • Energetic, mature, meticulous, and punctual with good time management skills.
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