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 embraced a hybrid work model to provide flexibility and support our employees' work-life integration. Our hybrid model combines a mix of in-person at an AlixPartners office and remote working.

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

**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 with 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 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.

**PEOPLE 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 People 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 Singapore Employment Pass matters for non-Singapore resident employees whether for full-time positions or in-Singapore projects.
- 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 highly preferred.
- 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.
- Excellent written and verbal communication skills in English.
- Exceptional communication and interpersonal skills.
- Advanced proficiency with Microsoft Word, Outlook, Excel, and PowerPoint.
- Ability to work full time in an office and remote environment; physically able to sit/stand at a computer and work in front