Front Office Admin

Aboutthe Role

We area $3bn hedge fund platform seeking a polished, discreet professional to support the firm’s day-to-day operations and investor-facing activities. The role spans reception, executive support, office management, client services, and investor services. Discretion, judgement, and grace under pressure are essential.

Key Responsibilities

1.  Reception & Front-of-House

•  Serve as the first point of contact for all visitors — investors, partners, vendors, and prospective clients.

•  Greet guests, manage check-in, escort to meeting rooms, and offer refreshments.

•  Maintain a polished reception area and manage the main office phone line.

•  Coordinate visitor access, security passes, and deliveries with building management.

2.  Office Management & Daily Operations

•  Oversee daily office operations including common areas, meeting rooms, and pantry.

•  Liaise with cleaners, IT, building management, and service vendors; review invoices for accuracy.

•  Manage procurement of stationery, IT consumables, pantry supplies; track inventory and reorder.

•  Handle renewals (insurance, vehicle license, service contracts) and maintain records of office assets and leases.

•  Coordinate office events, team lunches, and year-end functions.

3.  Executive & Secretarial Support

•  Provide secretarial support to the CIO and senior executives; anticipate needs and resolve scheduling conflicts proactively.

•  Arrange domestic and international travel: flights, hotels, visas, and itineraries.

•  Process expense reports and handle confidential correspondence in English.

4.  Client Services & Investor Liaison

•  Deliver a professional and discreet experience to HNW clients and institutional investors during office visits.

•  Manage client gifting, festive greetings, and contact records; route enquiries to the appropriate team.

5.  Marketing & Investor Services Support

•  Support marketing with DDQs, monthly/quarterly reports, and fund exposure/contribution database.

•  Distribute fund performance updates (bi-weekly, monthly, quarterly) and maintain fund information on broker portals.

•  Coordinate fund servicing —subscriptions, redemptions, transfers, KYC/FATCA/CRS/PI checks; maintain investor register.

6.  Compliance & Confidentiality

•  Adhere strictly to firm policies on confidentiality, data privacy, and information handling.

•  Support HR and compliance with onboarding/offboarding logistics, visitor logs, and NDA records.

Required Qualifications & Experience

•  Diploma or Bachelor's degree from a recognized institution.

•  3-5 years in front office, EA, or office management roles in financial services; exposure to fund administration or investor relations is a plus.

•  Excellent spoken and written English; additional fluency in Mandarin is highly preferred.

•  Strong proficiency in MS Office; familiarity with KYC/FATCA/CRS processes is preferred.

Personal Attributes

•  Polished, professional appearance with exceptional interpersonal and communication skills.

•  High emotional intelligence; handles senior executives and demanding clients with grace under pressure.

•  Highly organized and detail-oriented; discreet and trustworthy with confidential information.

•  Proactive problem-solver; reliable and committed to service excellence.

Working Hours

[Monday to Friday 9:00 AM – 6:00 PM]. Occasional flexibility required for executive travel, client visits, or firm events.

Compensation& Benefits

•  Competitive base salary commensurate with experience.

•  Discretionary annual performance bonus.

•  Comprehensive medical and dental insurance.

•  Annual leave entitlement and statutory benefits per local jurisdiction.