Office Manager

At AlixPartners, we solve the most complex and critical challenges by moving quickly from analysis to action when it really matters; creating value that has a lasting impact on companies, their people, and the communities they serve. We prize diversity and inclusion, the intellectually curious, the inventive, and the forward-thinking. We invite you to influence the way we work and define the way we embrace tomorrow.

AlixPartners has a Hybrid Work framework to support our employees. How this works in practice varies by geography and function based on client and team requirements. As this framework is new post-COVID-19 pandemic, it may also change over time.

**What you'll do**:
The Office Manager - Singapore is a full-time role located in Singapore and reports to the Head of Office Management & Facilities - Americas/Asia.

**FACILITIES MANAGEMENT**
- Oversee office supply, equipment, pantry inventory; acquire and manage office equipment as required
- Perform periodic analysis for all vendor performance and review their contracts for budget control
- Resource utilization - office hoteling/ conference room management
- Maintain proper documentation and a filing system in accordance to the Firm's retention policy
- Ensure Office tidiness & maintain the professional image of the Firm
- Liaise with building management on office space items & facilitate regular office maintenance & repairs
- Develop and maintain emergency procedures; responsible for emergency response to ensure safety of the staff & mínimal office disruption
- Ad hoc tasks such as managing office opening and shut down procedures, coordinating & executing large scale construction projects and facilitate office moves

**ACCOUNTING & FINANCIAL MANAGEMENT**
- Approve/obtain approval for all invoices based on Firm's approval matrix
- Verify staff expenses to ensure the reports are in compliance with internal and external audit standards
- Perform periodic analysis of all vendor performance and contracts
- Review all vendor bills for discrepancies and analyzes for cost optimizations
- Perform payment related tasks such as company payable invoices matters, local invoice issuing for local clients, coordinating client billing matters, online banking beneficiary/template maintenance, and working with treasury team and local bank on cross-border payment/foreign currency payment matters
- Support local account booking and audit matters

**TALENT MANAGEMENT & RECRUITMENT INITIATIVES**
- Administrate competency testing and/or interviews for recruitment purposes
- Maintain and update recruiting systems and process documents as required
- Work closely with Talent Management on various projects; oversee & manage the project workflow
- Organize office networking events to promote staff loyalty & motivation
- Administrate tasks relating to medical and health insurance enrollment and other related matters
- Perform Tax and legal related matters for staff and Payroll related matters
- Ensure smooth onboarding/offboarding procedures; coordinate orientation for new staff

**PRACTICE DEVELOPMENT/ MARKETING INITIATIVES**
- Compile decks/presentations for sales pitches
- Maintain engagement files; assist on documents for setting up engagement codes
- Prepare & compile marketing brochures & presentations for PD purposes
- Venue search, logistic coordination, report consolidation for various Marketing events & conferences
- Report on office capacity and lead pipeline updates

**ADMINISTRATIVE DUTIES**
- Act as info-hub for providing administration related information
- Manage the office general hotline and screen calls; provide top-notch service to all office visitors/clients
- Manage and update calendar, contacts, and target accounts
- Handle China work permit and residence permit matter for foreign passport employees
- Manage travel logistics and Visa arrangement
- Other ad-hoc tasks; additional responsibilities as identified; this description is not designed to encompass a comprehensive listing of required activities, duties or responsibilities

**What you'll need**:

- Bachelor's degree required
- Six (6) to eight (8) years of progressively responsible administrative experience required, including three (3) to five (5) years office management experience
- Experience in a fast-paced professional services firm environment preferred
- High degree of professionalism in leading and directing others, interfacing with the public, and fostering an "employer of choice" workplace culture
- Ability to take initiative, exercise judgment with mínimal supervision, and manage up
- Ability to maintain confidentiality
- Effectively communicate Company policies and procedures
- Proficient computer skills (i.e., Microsoft Office: Word, Excel, Outlook, and PowerPoint)
- Exceptional communication and interpersonal skills
- Must become familiar with, and promote and abide by, all Firm values as defined by the AlixPartners' Code of Conduct and in terms of Ethics, Diversity, and Inclusion
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