Office Administrator

Purpose of the job

The Office Administrator (OA) is responsible for managing a variety of tasks and responsibilities that work to keep the office running efficiently. On any given day an OA can be found creating office wide communications scheduling office functions and coordinating with the different departments.

Main Responsibilities

Administration

• Manage Ocorian Singapore entities lease agreements renewals and one of contact person for landlord/building management.
• Liaison with authorities to request for online portal admin login
• BCP champion: To assist Manager Private Clients to ensure the Business Continuity Plan is kept up to date and implement testing thereof.
• Coordinate with Group Risk and Legal to ensure that office insurances are up to date and meets requirements of local authorities.
• Manage and renew service contracts with suppliers to ensure office needs are met.
• Maintain update and monitor office policies.
• Assist on the development and maintenance of efficient and effective office systems.
• Ensure that all internal processes are effectively and efficiently followed
• Main point of contact re coordination with other departments in the group. (Finance HR IT Legal Compliance)
• Mobilization delivery and coordination of office moves furniture procurement and renovations.
• Work closely with other service lines in the organisation to provide a seamless and integrated set of support to the operations (client facing) team.

Finance

• Recording monitoring and reconciling Petty Cash/Paypal/debit card related to Office and Client Disbursements.
• Go-to person of the client facing team for information re client disbursements DOA
•  Assist in audit process eg preparation of confirmations casting co-ordination
• Ensure that bank balances are available for Office payments DEWS and Payroll
• Ensure that GAT (Global Acctg Team) has processed all office payments before due date.
• Issue cheques to suppliers.
• Follow up with bank for swift details.
• Bank administrator
• Fill up the surveys as required by the authorities/clients

HR

• Liaising with recruitment agencies on the ground and organizing for physical interviews.
• Ground person for all staff matters (new joiners / leavers)
• Ground person in charge for communicating with Authorities re HR matters (example: clarification of requirements)
• Ensure Health & Safety processes and procedures are kept up to date and changes advised to all members of the team.
• Maintain summary of staff flexi benefits

IT

• Main point of contact of Ocorian IT department and 3rd party service provider for the Singapore office
• ITs on ground person for setting up equipment and access required by new hires.
• Retrieval of all equipment and access by leavers
• Replacement of equipment for current staff
• Procurement of IT equipment

Reception

• Setting up and scheduling of meetings and organizing team events.
• Answer and redirect phone calls
• Hosting office visitors and clients
• Arranging and receiving couriers
• Ensure that all office supplies are in stock.
• General office duties and any other duties that may be required relating to the office.

Marketing

• Local point of contact of Commercial team in organizing Receptions / Events
• Assist Commercial teams for preparation of collaterals

Qualifications :

Knowledge Skills and Experience 

• Diploma/University degree in a relevant discipline (Business Finance HR)
• at least 2 years experience as Office Administrator in a multinational company
• Proficient in the use of the Microsoft Office suite of applications specifically MS Word.
• Excellent written and oral communication skills.
• Good organizational and time management skills.
• Excellent interpersonal skills.
• Able to multi-task in a fast-paced environment.
• Work well under pressure and quickly identify and solve problems.
• Strong organizational skills
• Time management skills

Additional Information :

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful.  These are:

• We are CLIENT CENTRIC  Clients are at the centre of our world and were committed to providing expertise and specialist solutions to meet their most complex challenges.
• We are AMBITIOUS  We aim high. We think and act globally seizing every opportunity to delight our clients and support our colleagues - wherever in the world they may be.
• We are AGILE  We act on our initiative to get things done for our clients. Our independence gives us the flexibility and freedom to keep things simple efficient and effective.
• We are COLLABORATIVE  With a curious mindset we ask the right questions to get to the right solution for our clients faster. We collaborate to win together and share our successes.
• We are ETHICAL  We behave with integrity at all times and assume positive intent building trust through responsible actions and honest relationships.

Equal Opportunities for Everyone

Please let us know if theres anything we can do to make the process easier for you. You can reach us at .

Were an equal opportunity employer. All applicants will be considered for employment without attention to age ethnicity religion sex sexual orientation gender identity family or parental status national origin or veteran neurodiversity or disability status.

Remote Work :

No

Employment Type :

Full-time