Office Manager and Business Support Administrator Job at CloserStill Media (Singapore)

Job Description

We are seeking a practical, reliable Office Manager and Business Support Administrator to join our Singapore Office. This role blends facilities management, administrative support and hands-on operations for the office and the business. The ideal candidate is self-motivated, calm under pressure and willing to role up their sleeves to keep the office running smoothly. You will collaborate with internal teams and external partners and be comfortable handling both the nitty-gritty tasks and more strategic coordination.

Job Responsibility

Office management: Ensure the maintenance of the office is kept to a high standard, which includes liaising with outside agencies such as landlords, plant rental providers, office equipment providers, caretakers and cleaning agents, etc
Book repair work for the office where required and assist in office equipment disposal
Organise company events and activities for the Singapore Office, such as team bonding events, barbeques, notable date celebrations, etc
Organise and arrange board meetings
Manage meeting rooms by ensuring a booking system and that they are used in the appropriate manner
Deliver induction to new joiners, ensuring that they are familiar with the office and office equipment and the health and safety protocols, including fire evacuation procedures
Management of stationery and pantry supplies
Organise DSE assessments and manage risk assessment under the supervision of manager, and order specialist office furniture in line with requirements
Coordinate First Aiders, ensuring all certification is up to date, kept on file and the groups have the relevant support needed to be successful
Perform administrative duties such as appropriately disseminate office correspondence, ensure post/packages/courier are sent as required and run any office errands as required, etc
Setting up employee/contractor/temp workers workstations and maintain an enjoyable working environment, including setting up festive decorations
This role requires physical presence in office on new joiner’s first day and exiting employee’s last day to assist in the onboarding process (office induction, laptop set up, update of email address to photocopier etc) and offboarding process (collection of company assets, etc)
Any other ad hoc duties as requested by manager and management
Accounting and Finance: Check and approve opportunities on Salesforce timely and efficiently
As the Salesforce administrator in the Singapore office, check and make necessary changes required on Salesforce and ensure proper filing of sales contracts
Raise Purchase Requisitions and follow up on invoices and payments, which includes, but not limited to, setting up vendors on Unit4, responding vendor queries, etc
Any other ad hoc duties as requested by manager and management
Business support: Manage monthly company credit card spend
Coordinate travel arrangement for the Singapore team
Assist Chairman in submitting travel claims
Collaborate with sales leaders on ensuring that diligent administration of the client rebook process is strictly followed before, during and after events
Occasional travel to events (in Singapore and Overseas) to provide admin support to the sales team during the onsite client rebook process
Assist HR Manager with confidential HR-related matters and administrative tasks as and when required
Any other general administration as required, but not limited to, coordinating audit-related documents, assisting in any Cloud Expo Asia Pte Ltd’s show or summit preparation, etc
Any other ad hoc duties as requested by manager and management
IT support: Maintain laptop and computer peripheral device inventory for the Singapore office on behalf of the IT team and be a contact point for the IT team for such an inventory
Ensure that new joiners’ laptop are set up in time
Any other ad hoc duties as requested by manager and management

Requirements

Experience in a similar office administration / business support role
Previous use of Salesforce would be beneficial
Proficiency in Microsoft Office 365 suite (Outlook, Excel, Word, Teams, SharePoint) and general IT literacy
Ability to work with conflicting deadlines and priorities while maintaining accuracy and professionalism
Strong organisational skills and multitasking skills with attention to detail
Excellent verbal and written communication skills
Discretion and ability to handle confidential information
Proactive, service-oriented and comfortable with hands-on tasks
Willingness to stay late during busy periods when needed
Basic understanding of procurement, finance or HR administrative processes would be an advantage

Nice to have

Previous use of Salesforce would be beneficial
Basic understanding of procurement, finance or HR administrative processes would be an advantage

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Office Manager and Business Support Administrator

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