Office Administration and Operations Executive

Overview
Sandpiper, one of the fastest growing reputation and policy management consultancies, is seeking a proactive, enthusiastic and resourceful Office Administration and Operations Executive based in Singapore. The role supports the central operations team and regional markets in Australia, China, Dubai, Hong Kong, Malaysia and New Zealand. Sandpiper is a multi-award-winning agency with a global reach across corporate communications, healthcare, financial services, capital markets, professional services, ESG and sustainability, brand PR, media relations, public affairs and public policy, and technology. The role focuses on ensuring the smooth day-to-day running of the Singapore office while providing administrative and operational support to the regional People Success team and executive support to the General Manager and Managing Director in Singapore. This is an office-based role with a high volume of in-person errands.
We are looking for a thoughtful, energetic, and detail-oriented professional who is self-motivated and can take ownership of operational duties in a fast-growing environment. The candidate must be able to multi-task, collaborate across levels and cultures, and communicate effectively with senior leadership.
Responsibilities
Responsible for the smooth running of the Singapore office and ad hoc requests from the regional People Success team.
Coordinate local cultural/team-building initiatives in partnership with the General Manager.
Manage regional travel bookings for team members in line with the Sandpiper travel and travel expenses policy.
Coordinate purchases of gifts and deliveries for local clients and employees.
Support administrative needs and urgent requests from the CEO, COO, MD SEA and GM SG.
Model Sandpiper’s values and the one P&L approach.
Detailed Role Description
Office and administrative support for Singapore
Regional administrative support
People and culture engagement
IT onboarding and offboarding support
ESG operations support
Office and Administrative Support for Singapore
Provide administrative support to the Managing Director and General Manager based in Singapore.
Provide day-to-day office management support and manage the Singapore office budget.
Coordinate with suppliers for insurance, subscriptions and office supplies; manage pantry and related procurement locally.
Coordinate office maintenance, renovations and refurbishment with contractors.
Ensure office cleanliness and tidiness in the local office.
Assist the finance team and company secretary with local filings and government/embassy submissions.
Assist with IT equipment setup before meetings and manage diary/agenda coordination.
Coordinate weekly team meetings and ensure relevant documents are provided.
Regional Administrative Support
Manage travel bookings for the region in line with policy.
Manage the office phone lines in Singapore and regionally.
Manage online orders using company credit card and hold custody of the company credit card for local spend.
Support onboarding/offboarding administrative tasks and contract signings.
Ensure timesheets are up to date and regional team folders are organized.
Assist with vendor forms and respond to ad hoc regional requests.
People and Culture Engagement
Coordinate local cultural and team-building initiatives in Singapore.
Organise welcome lunches, lunch-and-learn sessions, virtual hangouts and other cultural events.
Procure gifts for clients and employees, including gift vouchers for weekly winners and event-related items.
IT, Onboarding and Offboarding Support
Procure laptops for new hires across all markets and maintain IT equipment records.
Set up laptops and user accounts for new hires; ensure software access is provisioned per requirements.
Coordinate deactivation of accounts for leavers with IT.
ESG Operations Support
Support regional finance with ESG initiatives, data collection, target setting and improvements.
Coordinate with key suppliers to ensure sustainability compliance.
Qualifications
Min. 4 years’ experience in administration or operations, ideally in a consultancy environment
Experience in a communications agency or professional services firm is a plus
Excellent written and verbal communication skills
Strong organizational skills, ability to multi-task and meet deadlines with high attention to detail
Proficient with Microsoft 365 (Excel, PowerPoint, Word); Google Workspace experience welcomed
Technologically adept and able to use cloud-based systems
Team player, enthusiastic and resourceful in supporting the regional team in Asia Pacific
Required languages: English; Mandarin a plus
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