Office Coordinator

We are seeking for an Office Coordinator, responsible for overseeing all aspects of office administration and operations. This role will also provide administrative support to the Senior Leadership team regionally. This is an office based role in Singapore, working Monday to Friday onsite.

Duties include but not limited to

• Own and manage day-to-day facilities operations across the office, ensuring it is safe, functional, and well-maintained
• Managing a busy meeting room diary and meeting rooms
• Visitor / customer meet and greet
• Administrative duties including couriering documents and coordinating signing of company documents
• Assist with new employee onboarding, including distribution of access cards and employee swag
• Meetings, Events & Office Services
• Procuring daily office supplies 
• Break room, pantry, and kitchen stocking and organising
• Facilitate booking transport when required for our visiting Executives
• Arranging necessary office repairs and supervising on site contractors
• Ensuring all Health & Safety protocols are followed and records kept
• Monitoring / reviewing all Facilities related contracts
• Processing all Facilities related payments
• Assisting in the coordination of all in staff events
• Training in ergonomics to give staff assessments
• Work closely with local IT and HR teams to provide backup support as needed
• Partner with HR on staff engagement activities and events
  

Administrative Support

• Supporting the General Manager (GM) and Senior Leadership Team (SLT) with aspects below -
• Organising the SLT calendar 1-2 quarters in advance for the business, ensuring that individuals are aware of longer term commitments to help them prepare for planning and leave windows.  
• Preparation for periodic QBR’s, OKR’s, Talent Reviews, Company Communications, All-Hands, Sales Kick-off’s, Overseas Visitors, Public Holidays etc.
• Manage and compile visitors schedules including booking rooms, meeting times with stakeholders and ensuring any preparation is clear to all ahead of time.
• Managing and filing reporting and presentations.  Ensuring presentations timelines are adhered to for content approval and review.
• Tracking SLT travel and coordinating against cyclical commitments
• Working with Marketing to overlay events and ensuring appropriate resource allocations.  E.g Executive Travel and speaking slots.
• Managing these as OKR’s in Workboard.

Qualifications

• At least 5+ years of relevant facilities or office management experience
• Strong communication skills, both oral and written
• Strong competency in using office productivity tools
• Project management skills with the ability to manage multiple priorities across locations
• Detail-oriented with strong time management skills
• Financial acumen - comfortable with purchase reconciliation and basic budget tracking
• Customer-focused with a proactive, can-do attitude
• Diploma or Bachelor's degree in Facilities Management, Business, or a related field preferred
• Familiarity with facilities ticketing systems (e.g. Halo)