Office Administrator

**Function**:Administrative**Job ID #**:1176
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**Department**:Administration**Position Type**:Full-Time**Education Required**:See Job Qualifications**Location**:Singapore**Experience Required**:See Job Qualifications**Position Description**

Loomis Sayles Investments Asia Pte. Ltd. (“Loomis Asia”) is seeking to hire an office administrator. This position reports directly to the Senior Office Manager and the Managing Director of Loomis Asia.

Loomis Asia is a wholly-owned subsidiary of Loomis, Sayles & Company, which is headquartered in Boston, USA. Loomis, Sayles & Company has been in the investment management business for over 80 years, and currently manages assets in excess of US$180 billion.

**Primary Responsibilities**:
General Office Reception/Administration Duties (30% of the time)
- Ensure the daily smooth functioning and administration of the office to create a positive and conducive working environment for the benefit of all employees of Loomis Asia.
- Oversee all office administrative duties such as:

- receiving visitors
- directing telephone calls
- collecting and distributing mails
- dispatching local and international courier packages
- updating and managing office calendars
- maintaining meeting room bookings
- repair and maintenance of all office equipment such as PCs, conference systems, printers, coffee machine, water filter machine etc.
- ordering stationery, pantry supplies and ad-hoc office supplies etc.
- Contact point and evaluation of external vendors. This may include IT service providers, travel agents, building management, technicians and contractors, office furniture suppliers, cleaning companies, pest management companies, plant maintenance companies, printing companies, telecom companies etc.
- Work with internal Loomis departments based in Boston (HR, Finance, IT).
- Organize team activities such as annual team bonding and year end team party.
- Take charge, plan and organize the company’s annual CSR/philanthropic giving.
- Assume responsibility for special projects (e.g. office expansion, office relocation, office decoration) and additional duties as assigned by the MD.

Administrative Support (40% of the time)
- Provide administrative support for MD and all employees of Loomis Asia.
- Processing travel and entertainment reimbursement claims with accuracy and timeliness - submitting claims via the firm’s T&E computerized system.
- Overseeing the onboarding and offboarding of employees. This includes working with IT in Boston and Singapore on the setting up of IT equipment, preparing onboarding documents such as business cards, password document and equipment handover form etc.
- Work with the local IT vendor and/or Boston IT as appropriate to facilitate the resolution of employees’ IT issues.
- Ensure that essential administrative information is accessible and updated on the Singapore office intra-net page, and that employees are kept updated of such changes.
- Official timekeeper for recording of employee movement.

Client Service (RM Admin) (30% of the time)
- Work with the MD and the client service team in Singapore and Boston to deliver superior service to clients in Asia.
- Enter and maintain client and account information in client database.
- Assist the MD in the drafting, formatting and distribution of client letters and other correspondences.
- Arranging and co-ordinating client meetings and conference calls.
- Production and binding of hardcopy presentation books for local client meetings.
- Internal co-ordination of all logistics for client meetings held in Boston such as preparing agenda, booking meeting rooms and catering of refreshment etc.
- Work with the marketing department in Boston to organize client events (e.g. seminars, conferences, luncheons) in Singapore and other Asian countries.
- Assist in the administrative and logístical arrangements for visitors from Boston office, including organizing of team dinners and other activities.

**Qualifications**
- Diploma or degree holder. Working experience in Asset management industry would be an advantage.
- Comfort and savviness with technology is essential.
- Pleasant disposition, proactive and willingness to go the extra mile to provide administrative support around the office.
- Excellent inter-personal skills and positive work attitude.
- Good multi-tasking ability and organizational skills.
- Highly meticulous and strong attention to details.
- Able to work independently and efficiently even under pressure.
- Able to exercise good judgement when dealing with both internal and external parties.
- Flexibility and willingness to work extra hours when necessary.