Office Manager

7 months ago


Singapur, Singapore Lewis Full time

Key responsibilities and tasks

Reception desk management

Open and close the office and ensure that it is fully operational during office hours. Meet and greet clients and guests positively and make them feel welcome Responsible for catering and consumables for the office, meetings, and events Manage couriers, post and taxis. Managing meeting room diaries and the coordination of internal and external meetings Managing the general operations and facilities of the office, including stock supplies of stationery and consumables, repairs, machines, and office move etc. Manage external contracts including cleaners, stationery, plant supplier and groceries ensuring we are getting the best service for the best price Organise the logistics of any assigned office initiatives and events

Operations administration

Oversee work-desk allocation, management and application of lift access cards with building management and door system enrolment. Research and book hotel rooms, taxis and flights for colleagues and international visitors Book couriers and ensure post is sent and received in a timely manner Ensure that all visitors under the passport / secondment scheme have an agenda set up

Team support

Support the HR/Talent Team in various initiatives and projects, as and when required. Support the HR, Finance, IT, and Client Servicing teams with any ad-hoc tasks

General

Proactive and ongoing communication with all stakeholders and line manager Contribute and support the continuous improvement of systems, practices and policies ensuring they underpin our Company culture Acts professionally across the agency and represents TEAM LEWIS positively Act with discretion, understanding the importance of being confidential with highly sensitive information

About you

At least 2-3 years’ experience in similar capacity, creative/digital/marketing agency or consulting firm environment would be a plus Strong coordination and communication skills gained in customer-facing role HR, recruitment, PA, receptionist, operations support). An awareness of people and the ability to adapt your behavior to the needs of each individual you encounter Ability to be calm under pressure and deal with competing deadlines Experience dealing with highly confidential information with discretion Experienced in managing a varied and changing workload Confident and collaborative self-starter with initiative Creative thinking “outside the box” to providing solutions and solving problems Proven experience of multi-tasking administrative projects through to completion Excellent presentation, written and verbal communication skills Strong Excel, Word and Power-point skills as well as a keen interest in social media Well organised; ability to prioritise; attention to detail; a pragmatic approach. Well presented, energetic, good-humoured, pragmatic - a credible team player
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