Office Manager

**This is an exciting opportunity to join a growing and highly ambitious company as Office Manager.**
**The principal role of the Office Manager will be to take on a range of office support tasks to ensure the smooth and effective operations of the office. Black Sun has adopted a hybrid working policy, also known as our “work from anywhere” policy.**
**This is varied role, with responsibilities including broader office management tasks as well as providing IT, finance, event and recruitment support.**
*The role is well suited for a highly motivated and energetic individual. You must have an excellent phone manner, be well presented, have strong communication and interpersonal skills, the ability to multi-task and prioritise your workload as well as a 'can-do' and 'roll up your sleeves' attitude to getting the job done.
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**Your Key Responsibilities**
**Office management and support**
Ensure the smooth and professional running of reception; answering all incoming calls, ensuring that messages are delivered promptly, and welcome and look after guests on arrival at the office
Ensure the smooth operations of the office including adequacy of all office supplies, stocks and office equipment (photocopier, projector, etc.), brochures, and name cards
Ensure that all finance and approval processes are implemented for all purchases, effectively liaising with the London finance and house teams
Effectively liaise with the office service manager where required
Where required, liaise with the London team on all travel arrangements in a timely manner
Complete ad-hoc office tasks such as binding, arranging any maintenance needs, and keeping the office clean and tidy, or any other tasks at the request of the CEO Asia Pacific
**IT support**
Effectively liaise with either the London IT team or our outsourced IT vendors on any IT issues, ensuring the smooth operations of IT infrastructure at all times including desktops, laptops and servers
Effectively liaise with the London IT team to ensure that all IT processes are completed for new joiners
**Financial management**
Complete the preparation of client invoices, ensuring that each one is accurate and prepared and approved by the Account owner on a timely basis.
Manage the client invoice payment process, ensuring that all client invoices are paid in the correct manner and on a timely basis
Raise Purchase Orders for jobs and house costs, and rigorously manage the approval process of all Purchase Order requisitions ensuring that the appropriate approvals have been sought.
Manage the payments of all office costs, effectively liaising with the London finance team to ensure that payments are completed in a timely manner
Prepare the weekly project status reports and job cost reports based on budgets and time sheets
**Event management**
Assist with the successful management of all events including booking venues, supporting logistic arrangements, booking catering needs, and supporting the delivery of event collateral
**Recruitment**
Provide recruitment support, helping to liaise with agencies and setting up interviews
Liaise effectively with the London recruitment team on recruitment needs and keep the
team informed of recruitment progress
Liaise effectively with the London HR team to ensure that new employees are set up
correctly

**Reporting Relationships**
You will report to the CEO, Asia Pacific.
The Office Manager will also work closely with the wider Singapore team, which includes
Account Management, Creative and Publishing colleagues, as well as the London House, Recruitment and Finance teams.

**Your skills and experience**
Extensive reception and broader office management experience within a busy working environment
Experience completing finance tasks such as invoicing, would be highly desirable
Must be comfortable working in a fast paced, deadline orientated culture and have the ability
to manage many urgent and often, conflicting priorities
Ideally, have a Degree level qualification or above, with strong written and communication skills
Be fully conversant with Microsoft Word, Excel, and Outlook.

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Your essential personal characteristics**:
Incredibly well presented with a fantastic and impeccable phone manner and communication skills
Excellent customer service skills
Excellent interpersonal skills and be comfortable and confident working with Senior Managers as
well as different teams
Must have a real ‘roll up your sleeves’, ‘can-do’ attitude to getting the job done
Be energetic and keen to contribute to a dynamic, highly entrepreneurial environment that is
constantly changing and assessing opportunities
Be ambitious to self-improve and take on new challenges
Have great a great sense of fun

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Come join Black Sun*
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