Office & Administration Manager - Part-Time

Job Title: Office & Administration Manager

Employment Type: Part-Time (Contract)

Reports To: Managing Director

Job Summary

This dual-role position combines the responsibilities of an Office and Administration Manager with Executive Assistant support to the Managing Director. The successful candidate willoversee daily office operations while providing proactive administrativesupport to the Managing Director. The role requires strong organisational skills, attention to detail, discretion, and the ability to manage multiple priorities independently.

Work Arrangement

• Part-time contract (minimum 20 hours per week)
• Required to work from the Singapore office every Monday (8 hours) and Tuesday (4 hours), with the remaining hours worked flexibly.

Key Responsibilities

Office Administration

• Manage the day-to-day office operations to ensure a safe, organised, and efficient workplace.
• Coordinate office supplies, pantry items, stationery, and other administrative requirements.
• Maintain administrative systems, filing (digital and physical), and office records.
• Liaise with building management and external vendors, ensuring office facilities are well maintained.
• Ensure compliance with workplace health and safety requirements, licences, permits, and certifications.
• Manage incoming correspondence and coordinate team meetings and office initiatives.

Executive Support

• Provide confidential administrative support to the Managing Director.
• Manage calendars, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, minutes, and track follow-up actions.
• Screen and prioritise communications, responding on behalf of the Managing Director where appropriate.
• Coordinate with internal and external stakeholders to support business priorities.

Travel & ExpenseAdministration

• Arrange domestic and international travel, accommodation, and visa documentation for employees.
• Process employee expense claims through Circula and maintain travel-related records.

Human Resources Support

• Assist with employee onboarding, including workspace preparation, visa coordination, and new employee introductions.

Finance & Operations

• Process invoices, payments, and expense reports in coordination with the finance team.
• Maintain accurate financial documentation in accordance with company policies.
• Support cross-functional projects and provide administrative support for company events in Singapore.

IT Coordination

• Act as the primary office contact for IT-related matters.
• Coordinate with IT support providers to resolve hardware, software, equipment, and user issues.

Requirements

• Proven experience in office administration, office management, executive assistance, or a similar administrative role.
• Excellent organisational, communication, and interpersonal skills.
• Ability to manage multiple priorities and work independently with minimal supervision.
• High level of professionalism and discretion when handling confidential information.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Experience with travel coordination, invoice processing, expense management, and HR administration is advantageous.
• Must be legally eligible to work in Singapore and able to work from the office at least one day per week.

Engagement Type

This is a part-time contract-for-services position. The successful candidate must operate through a registered business entity and submit a monthly invoice for services rendered. The contractor isresponsible for their own tax and statutory obligations.