Office Manager

5 days ago

Singapore TRISTAR INVESTMENT MANAGEMENT PTE. LTD. Full time

**Job Description & Requirements**

**Key Responsibilities**:
**1. Office Administration & Operations**
- Oversee day-to-day office operations to maintain a safe, clean, and productive working environment.
- Manage office supplies, equipment, repairs, and general upkeep.
- Supervise and guide a small administrative team (2 staff members).
- Coordinate for meetings, room bookings, and company events.

**2. Facilities & Vendor Management**
- Act as liaison with landlords, building management, and external vendors for all office-related services.
- Manage vendor relationships, including IT support, cleaning, courier, and pantry services.
- Negotiate and review vendor contracts to ensure service quality and cost-effectiveness.

**3. Human Resources Support**
- Facilitate onboarding and offboarding processes including workspace setup, orientation, and clearance.
- Maintain employee records and support the implementation of HR policies and procedures.
- Organize staff engagement initiatives and employee welfare programs.

**4. Financial & Budget Management**
- Monitor and manage the office budget, including procurement and service-related expenses.
- Process invoices and liaise with the Finance team to ensure timely vendor payments.

**5. Regulatory Compliance & Documentation**
- Ensure the company complies with workplace safety, statutory, and regulatory requirements.
- Maintain accurate records of business licenses, permits, and compliance documentation.

**6. Communication & Coordination**
- Serve as the central administrative point of contact for both internal departments and external stakeholders.
- Support the flow of communication and coordination of organizational announcements and updates.
- Perform other ad-hoc administrative tasks as required.

**7. Executive Support**:

- Provide administrative assistance to the Managing Director.
- Manage the MD’s calendar, including prioritizing appointments, scheduling meetings, and coordinating logistics.
- Organize and prepare materials for meetings and follow up on action items as needed.
- Handle confidential documents and communications with discretion.

**Requirements**:

- **Proven experience in office management or administrative roles.**:

- **Strong organizational and multitasking skills with keen attention to detail.**:

- **Excellent interpersonal and communication abilities, both written and verbal.**:

- **Proficient in Microsoft Office and office management tools.**:

- **Familiarity with HR processes and basic financial or budgeting knowledge is a plus.**:

- **High degree of discretion, integrity, and confidentiality.**:

- **Energetic, mature, meticulous, and punctual with good time management skills.

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